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Minute taking and decision recording

Meetings are organised using the http://cern.ch/fcc-meetings system. There exists an FCC project specific sub-tree of meetings in the Indico system that is reachable through the shortcut http://cern.ch/fcc-meetings.

Before the meeting

Minute taking and decision recording needs to be prepared before the meeting:

1) Decide who is responsible to taking the minutes, recording the session and placing the information on Twiki

3) Ensure that the person in charge has the required meeting management permissions in Indico

4) Ensure that the person is host of the Zoom session and can record

5) Make sure the person has editing rights on Twiki (is member of the fcc-office or the fcc-twiki-editors egroup.

6) Navigate to the meeting page in Indico and create an empty meeting minutes entry

Open the minutes section right below the meeting contact information (see below)

7) Create a permalink by clicking on the "chain icon" and copy the link to the clipboard or a local file

8) Edit the Coordination Group page

Create a new row in the table of the meeting details with an incremented meeting number in the first column. The latest meeting should be on the top, just below the meeting heading row.

9) Enter the link on the Coordination Group page in the meeting table (minutes column):

Hint: You need to edit the page by clicking on Edit in the top right corner.

9) When editing the Twiki page, also add the links to the Indico site in the Indico column

10) Add the link to the Zoom video session in the Zoom column

During the meeting

1) Record the meeting in Zoom

WARNING: Video recordings consist of a video stream that requires about 1 GB of disk space and an audio stream that requires about 50 MB of disk space. Make sure you have enough disk space.

NOTE: The cernbox folder fccproject/office/meetings/CGM is shared with the e-group FCC-coordination-group. Please always verify that this sharing is still active and notify the FCC Management Support Team if it requires to be renewed.

Make sure the small recording light next to your entry in the participants list is blinking during the recording.

2) Pause, resume and stop the recording at the end of the meeting.

After the meeting

1) Save the video stream in MP4 format to your local harddisk

NOTE: The video and audio streams are only produced and written to your local file system after you close the Zoom video application! Simply ending the meeting may not create the files!

2) Ensure you have write access to the cernbox fccproject/office/meetings/CGM folder via the Webbrowser at https://cernbox.cern.ch

Write access can be granted through various means:

• You are a member of the egroup cernbox-project-fccproject-writers. This is only intended for the FCC Management Support Team. In this case you will see the fccproject file share as part of your cernbox projects

• A member of the FCC Management Support Team has shared the cernbox office folder with you. In this case you will see the folder in the web browser under the menu item Shared with you

• A member of the FCC Management Support Team has shared the specific CGM/EB meeting wolder with you in cernbox. In this case you will see the folder in the web browser under the menu item Shared with you

3) Upload the stream to cernbox

With your web browser, navigate to the fccproject office/meetings/CGM folder (you will reach the folder using a different link, depending if you are member of the FCC Management Support Team and have access to the entire file share or only a subfolder has been shared with you).

4) Create a specific meeting folder for the recording of the meeting

NOTE: Follow the naming convention: CGM Number _ Date _Registration

Example: CGM94_200605_Registration

5) Upload the files to cernbox

Videostream in MP4 format with suffix .mp4

Audiostream in MP4 format with suffice .m4a

6) Create a WebDAV download link to the video stream file

Manually enter the WebDAV link in the meeting table as follows:

https://cernbox.cern.ch/cernbox/webdav/eos/project/f/fccproject/office/meetings/CGM/CGM94-200605/ + meeting folder name + / + video stream file .mp4

Example:

[[https://cernbox.cern.ch/cernbox/webdav/eos/project/f/fccproject/office/meetings/CGM/CGM94-200605/CGM94_200605_Registration/zoom_0.mp4][MP4]]

Save the page (Quite save button) and test if the link works!

-- JulieHadre - 2020-11-17