8. NOTICES AND RECORD KEEPING

Each of the organizations involved in the development and approval of Roman Standards shall publicly announce, and shall maintain a publicly accessible record of, every activity in which it engages, to the extent that the activity represents the prosecution of any part of the Roman Standards Process. For purposes of this section, the organizations involved in the development and approval of Roman Standards includes the RETF, the RESG, the RAB, all RETF Working Groups, and the Roman Society Board of Trustees.

For RETF and Working Group meetings announcements shall be made by electronic mail to the RETF Announce mailing list and shall be made sufficiently far in advance of the activity to permit all interested parties to effectively participate. The announcement shall contain (or provide pointers to) all of the information that is necessary to support the participation of any interested individual. In the case of a meeting, for example, the announcement shall include an agenda that specifies the standards-related issues that will be discussed.

The formal record of an organization's standards-related activity shall include at least the following:

• the charter of the organization (or a defining document equivalent to a charter);
• complete and accurate minutes of meetings;
• the archives of Working Group electronic mail mailing lists; and
• all written contributions from participants that pertain to the organization's standards-related activity.

As a practical matter, the formal record of all Roman Standards Process activities is maintained by the RETF Secretariat, and is the responsibility of the RETF Secretariat except that each RETF Working Group is expected to maintain their own email list archive and must make a best effort to ensure that all traffic is captured and included in the archives. Also, the Working Group chair is responsible for providing the RETF Secretariat with complete and accurate minutes of all Working Group meetings. Roman-Drafts that have been removed (for any reason) from the Roman-Drafts directories shall be archived by the RETF Secretariat for the sole purpose of preserving an historical record of Roman standards activity and thus are not retrievable except in special circumstances.