[ALAC] ALAC/At-Large Mailing Lists

Alan Greenberg alan.greenberg at mcgill.ca
Wed Oct 24 03:37:27 UTC 2012

While working on the Rules of Procedure, it became obvious that we 
needed a document describing the various ALAC mailing lists giving a 
summary of their usage and describing who must of should be 
subscribed. This list will not include RALO lists or the multitude of 
working group and committee lists

Currently there are five such lists. All are archived and are 
publicly viewable except as noted.

ALAC - General ALAC list used for the majority of ALAC e-mail 
interactions. Originally only ALAC members, RALO leadership, formal 
Liaisons selected by the ALAC, Liaisons to the ALAC, At-Large Board 
member and Staff were on it. More recently, it has included (either 
by accident or intentionally), selected former ALAC member, selected 
former RALO leadership, and others. (I am using the term "formal 
Liaisons" to refer to the ccNSO, GNSO and SSAC Liaisons - those to 
other ICANN or external bodies.)

ALAC-Internal - Used for things that we do not want to be publicly 
viewable. Most commonly, this is travel arrangements, social plans 
and occasionally semi-confidential issues or issues where we want 
targeted ALAC feedback. Membership is similar to the ALAC list, but no "others"

ALAC-ExCom - Publicly viewable list for the ALAC ExCom. Membership is 
traditionally ExCom members, formal Liaisons appointed by the ALAC, 
and Staff. More recently a few others were added.

ALAC-Announce - General list for announcements. Only ICANN staff and 
the ALAC Chair (I think) have sending privileges. This list includes 
pretty much everyone in the ALAC list plus about 175 others.

At-Large - General public list. This list has Most but not all of 
those onthe ALAC list (missing about 10 ALAC members and RALO 
leadership) plus about 160 others.

ALAC-Announce and At-Large membership overlaps. There are 98 people 
on both lists (about 1/3 of which are ALAC/RALO Leadership), 126 just 
ALAC-Announce and 98 just At-Large

For mail sent to lists from senders not on the lists, there are four 
possible outcomes, it goes through, it is held for moderation, it 
bounces or it is discarded without a reject message (moderation 
requires staff action). Based on a test, I believe that for the ALAC 
list, such messages are discarded, for the ALAC-Internal list, such 
mail bounces, and for the ExCom it is moderated. Not sure about the 
two larger lists.

My suggestions for going forward are:

- Membership for ALAC, RALO Leadership, formal Liaisons appointed by 
the ALAC, Board member and Staff
- Membership for Liaisons appointed TO the ALAC
- Perhaps membership to WG Chairs if not already included above
- Membership for past holders of above categories (my preference, or 
could be receive only - see below)

- Membership for ALAC, RALO Leadership, formal Liaisons appointed by 
the ALAC, Board member and Staff

ALAC-ExCom (with a new name mapping to the ALAC Leadership Team name 
used in the new RoP)
- Members of the ExCom, formal Liaisons appointed by the ALAC, Board 
member and Staff

I think we need to discuss the ALAC-Announce and At-Large lists 
further. I am not at all sure we need two lists for this.

I suggest we create two additional lists that "shadow" the ALAC and 
ExCom lists. That is, subscription open to all and they receive all 
messages that got to the ALAC and ExCom lists. This allows those who 
want to follow the discussions to receive them without the 
inconvenience of having to go to the archive. This is equivalent to 
adding the to the lists in receive-only mode, but since we have had 
regular problems ensuring that the membership of the ALAC and ExCom 
lists is correct, having a shadow list would be a lot cleaner.

Please let me know what you think about these issues.


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