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236 lines
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236 lines
7.6 KiB
<!DOCTYPE html PUBLIC "-//W3C//DTD XHTML 1.0 Strict//EN"
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"http://www.w3.org/TR/xhtml1/DTD/xhtml1-strict.dtd">
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<html xmlns="http://www.w3.org/1999/xhtml" lang="en">
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<head>
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<title>Scribe 101</title>
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<meta http-equiv="Content-Type" content="text/html; charset=utf-8" />
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<link rel="stylesheet" href="/StyleSheets/generic-base-1.css" type="text/css" />
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<link rel="stylesheet" type="text/css" href="/Guide/guide2006.css" />
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</head>
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<body>
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<div class="head">
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<div id="header">
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<span class="logo"><a href="/"><img src="/Icons/WWW/w3c_home_nb" alt="W3C" height="48" width="72" /></a></span>
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<div class="breadcrumb">
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<a href="/Member/">Member</a> → <a href="/Guide/">The Art of Consensus</a> →
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<h1>Scribe 101</h1>
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</div>
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<p class="baseline">This <strong>Guidebook</strong> is the collected wisdom of the W3C Group Chairs and other collaborators.</p>
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</div>
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<div class="toc">
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<h4>Also On This Page → </h4>
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<ul>
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<li><a href='#use'>Use of IRC</a> • </li>
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<li><a href='#beginning'>At the beginning of the call</a> • </li>
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<li><a href='#during'>During the call</a> • </li>
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<li><a href='#after'>After the call</a> • </li>
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</ul>
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</div>
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<div class="toolbox box" style="margin-bottom: 1em">
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<h4>Nearby</h4>
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<ul>
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<li><a href="/Project/IRC/">Internet Relay Chat (IRC)</a></li>
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<li><a href="/2002/03/RRSAgent">RRSAgent</a></li>
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<li><a href="/2001/12/zakim-irc-bot.html">Zakim</a></li>
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<li><a href='/2005/06/tracker/irc'>Trackbot</a></li>
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<li><a href='http://dev.w3.org/2002/scribe/scribedoc.htm'>Generate Meeting Minutes</a></li>
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</ul>
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</div>
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</div>
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<p>Some of you who may not be familiar with the way that minutes are
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recorded for W3C meetings might benefit from a bit of a primer/FAQ for
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scribes.</p>
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<h2 id='use'>Use of IRC</h2>
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<p>Use of IRC is preferred for scribing since the clean-up and
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preparation of the final minutes can be fairly automated using the
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various IRC bots, etc. Please let the chairs know if you will be
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unable to scribe from IRC before the meeting in which you are likely
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to be selected (e.g. you are atop the scribes list).</p>
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<h2 id='beginning'>At the beginning of the call</h2>
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<p>Ensure that the call is setup by issuing the following command:</p>
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<ul class='command'>
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<li>trackbot-ng, start telcon</li>
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</ul>
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<p>Trackbot-ng will invite the other bots for you and setup the access
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controls. You then need to identify yourself to Zakim as the
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scribe:</p>
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<ul class='command'>
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<li>scribe: joe</li>
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</ul>
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<p>or</p>
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<ul class='command'>
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<li>scribeNick: joe</li>
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</ul>
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<p>You should also identify the chair:</p>
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<ul class='command'>
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<li>chair: edouard</li>
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</ul>
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<p>It is also good practice to add a link to the agenda:</p>
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<ul class='command'>
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<li>agenda: <link to the agenda></li>
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</ul>
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<h2 id='during'>During the call</h2>
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<h3>Identify the agenda topic being discussed</h3>
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<ul class='command'>
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<li>TOPIC: review of action items</li>
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</ul>
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<h3>What should be recorded?</h3>
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<p>W3C minutes should record the sense of all of the discussion held.
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This may be different than what some are accustomed to (e.g. some
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other organizations simply record action items and resolutions).
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Thus, when a topic is being discussed, the scribe should capture the
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sense (no need to try to get every word)</p>
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<ul class='command'>
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<li>joe: doesn't like the proposal because it is too vague</li>
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</ul>
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<p>Note that the person's name is recorded as <code><name>:</code></p>
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<p>If the scribe is unsure of whom is speaking, then they should
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record in the minutes:</p>
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<ul class='command'>
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<li>??: doesn't like the proposal because it is too vague</li>
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</ul>
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<p>Someone will hopefully fix this in IRC using a sed command:</p>
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<ul class='command'>
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<li>s/??/joe/</li>
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</ul>
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<p>otherwise, when reviewing the minutes, the speaker should recognize
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that it was they who made the point and they should ask the chairs to amend the
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minutes to reflect that fact. If they do not, then at least the point is
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recorded (even though no one will ever know who made the point).</p>
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<p>Note that if someone makes a specific proposal, then every effort
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should be made by the scribe to capture it fully and accurately in the
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minutes. It would be unfortunate if all that were recorded was:
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<q>joe: makes a proposal for resolving issue-NNNN</q></p>
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<h3>Action Items</h3>
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<p>When recording action items, the form should be as follows:</p>
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<ul class='command'>
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<li>ACTION: <name> to <do something> [due
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<when>]</li>
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</ul>
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<p>When recording a comment on an existing action item, the form should be as follows:</p>
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<ul class='command'>
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<li>trackbot-ng, comment action-2 something…</li>
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</ul>
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<p>You can also close action action items:</p>
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<ul class='command'>
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<li>close action-2</li>
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</ul>
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<p>As a good practice, always use the form <code>"ACTION-NNNN"</code>
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when mentioning an existing action item in the record. This syntax
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will be picked up by the email tracker later.</p>
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<h3>Issues</h3>
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<p>As for actions, always use the form <code>"ISSUE-NNNN"</code> when
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mentioning an existing issue in the record. This syntax will be picked
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up by the email tracker later. Note that you cannot create or close
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issues using IRC commands.</p>
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<h3>Resolutions</h3>
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<p>When recording a resolution, the form should be as follows:</p>
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<ul class='command'>
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<li>RESOLUTION: issue-2 yadda yadda yadda</li>
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</ul>
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<p>or, if the resolution isn't related to an issue:</p>
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<ul class='command'>
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<li>RESOLUTION: yadda yadda yadda</li>
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</ul>
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<!--
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<p>Also, it is useful to mark the location of all resolutions, since
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they are only styled for color. To do this, enter the following command in IRC:</p>
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<ul class='command'>
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<li>rrsagent, where am I?</li>
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</ul>
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-->
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<h3 id='mistake'>Making/fixing mistakes</h3>
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<p>When you make a mistake/typo in recording something, you can use
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sed
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commands
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to add corrections to the log:</p>
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<ul class='command'>
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<li>s/teh/the/</li>
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</ul>
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<p>However, this doesn't work when the typo is with either of the
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following
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keywords: <em>ACTION</em> or <em>RESOLUTION</em>.</p>
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<p>If the problem was that you mistyped the keyword <em>ACTION</em> or
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<em>RESOLUTION</em>,
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then simply enter the <em>ACTION</em> or <em>RESOLUTION</em> again, fixing the
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mistake.</p>
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<p>If, however, the ACTION or RESOLUTION was incorrectly recorded,
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then these
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need to be
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fixed using the form:</p>
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<ul class='command'>
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<li>ACTION-<number> = <replacement text></li>
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</ul>
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<p>The two syntaxes above are unfortunately not being picked up by
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trackbot-ng, thus one has to go to the Web interface later on and fix
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the title of the action item.</p>
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<h2 id='after'>After the call</h2>
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<p>Ask rrsagent to generate the minutes:</p>
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<ul class='command'>
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<li>rrsagent, generate minutes</li>
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</ul>
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<p>RRSAgent will reply by providing the link to the generated record.</p>
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<p>If you find any mistake, fix them using <a
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href='#mistake'>Making/fixing mistakes</a>. You can then ask RRSAgent to
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regenerate the record as many times as you need, as long as it's within the same day.</p>
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<p><strong>Once the record has been approved by the Group</strong>, send a <em>text
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version</em> of the record to the Group list. trackbot-ng will pick
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them up and associate actions and issues with the record. You can use
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the comma tool <code>,text</code> to generate a text version of the
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generated record:</p>
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<pre>
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http://www.w3.org/2008/04/02-sml-minutes.html,text
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</pre>
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<hr />
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<address><a href='mailto:plh@w3.org'>plh@w3.org</a></address>
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</body>
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</html>
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