Fwd: Announcement of Newly Revised INCITS Procedures - Effective Date December 1, 2014

James C Hatfield james.c.hatfield at seagate.com
Thu Oct 16 09:26:32 PDT 2014

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Thank You !!!
Jim Hatfield
Seagate Technology LLC
   e-mail:  James.C.Hatfield at seagate.com
   s-mail:  389 Disc Drive;  Longmont, CO 80503 USA
   voice:  720-684-2120
   fax....: 720-684-2711
   cell...: 720-771-8914
---------- Forwarded message ----------
From: Barra, Lynn <lbarra at itic.org>
Date: Thu, Oct 16, 2014 at 10:16 AM
Subject: Announcement of Newly Revised INCITS Procedures - Effective Date
December 1, 2014
To: "active_committee_members at standards.incits.org" <
active_committee_members at standards.incits.org>
Cc: "Barra, Lynn" <lbarra at itic.org>, "Garner, Jennifer" <jgarner at itic.org>
 To INCITS Members –
As a follow-up to my August 5 email regarding the revised INCITS
procedures, the letter ballot for the approval of the revised procedures
closed on August 9, 2014 and met the required threshold to pass. Several
comments were received. At the September 9-11, 2014 Executive Board (EB)
meeting, the final disposition of comments and open issues list was
reviewed and accepted.
The EB further decided that the *effective date for the revised procedures
is December 1, 2014* and will replace the existing INCITS/RD-1 and
INCITS/RD-2. In preparation of the effective date, the new procedures have
been posted at http://www.incits.org/policies
To help with any questions or provide clarification of the revised
the INCITS Secretariat has scheduled two one-hour webinars (call in details
will be sent prior to each webinar) as follows:
·	   October 30, 2014 (4:00 pm to 5:00 pm eastern / 1:00 pm to 2:00 pm
·	   November 18, 2014 (12:00 pm to 1:00 pm eastern / 9:00 am to 10:00
am pacific)
*If you would like to sign up for one of these webinars, please respond to
this email by October 25th.*
In addition, some committees are using internal procedures that were
approved by the Executive Board many many years ago.  With the new
procedures document, the INCITS/PBC has been tasked to review all committee
internal procedures to ensure they are in compliance with the new
procedures. Please forward copies of your committee internal procedures to
my attention by December 1, 2014.
A quick summary of the bigger changes and improvements to the new
procedures are noted below:
1.	   Ballots –
a.     Ballot Period reduced to 14 Days –for the TC and TG action, the
ballot period is now 14 days as reflected in the voting tables.
b.     All ballots shall be issued using ICMS.	No outside systems or
emailed ballots are allowed.
2.	   Calendar entries and meeting notices –
a.     All meeting notices shall be posted in ICMS and announced via the
ICMS email notification system.
b.     All meetings shall be placed on the ICMS calendar
3.	   Ad Hoc participation –
a.     Ad Hoc participation is open to members of its parent group and if
approved by the Chair, to non-members
b.     Meeting minutes now need to include a section for Ad Hoc information
listing all created or reconstituted ad hoc’s that contain a list of the ad
hoc participants and organizations.
4.	   File Retention –
a.     simplified the policy and reduced the list of documents shown in the
old document retention policy
b.     use of ICMS automatically meets file retention policy
5.	   International Representatives - IR is now a “best practice”
position, appointed by the Chair.
6.	   Emeritus Member Participation at International Meetings –
Members allowed participation on SC delegations and WG expert lists, with
EB approval.
7.	   Removed Friends of Committee – the “Friends of Committee”
category has been confusing, so document access is now categorized as
“member” and “public.
8.	   Removed Milestone 5 – INCITS didn’t need this milestone for
accreditation, and removing it simplified our procedures.
9.	   NP Ballots Approved by EB – Improved the language for processing
of NP ballots, clarifying that the EB will always review all US positions
on NP ballots
10.	 Delegations not required for WG/SG Meetings –We’ve separated out
WG/SG experts (approved by the TAG) from the usual Delegations to other
international meetings, such as SC meetings
As always, if you have any questions, please contact the Secretariat.
Lynn Barra
Director, INCITS Standards Operations
INCITS/Information Technology Industry Council
1101 K Street NW, Suite 610, Washington DC 20005
T: 202-626-5739 | Email: lbarra at itic.org | Web: www.INCITS.org
[image: incits_logo-cmyk]

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