TEI: TEI Consortium Communications Policy

TEI Consortium Board of DirectorsBW 11

Draft, largely taken from BW10 (openBoard)

First complete draft circulated to Board list


The Text Encoding Initiative Consortium (TEI) is a not-for-profit membership organization, whose goals and missions are set out on its website at http://www.tei-c.org/About/mission.xml. This document sets out the TEI’s policies concerning all aspects of communication with both members of the Consortium and more generally with members of the TEI user community.

This document was approved by the Executive Board of the TEI in November 2012, and the policies described here are effective as of that date.

Communications Policy

To ensure accountability of its proceedings, and in line with appropriate Freedom of Information legislation, the TEI Board undertakes :

  • to make available without formality to the public all official records of its deliberations and decisions published as Minutes, Working Papers, Reports etc.;
  • to maintain and publish an up to date list of such documents;
  • to ensure that all such documentation is published without undue delay : in principle immediately after the Board has adopted the document concerned, or within 10 days thereof;
  • to maintain an Archive of all of its internal discussions.

As far as possible, all publications of the Board will be made freely available to the general public using the TEI website and other appropriate mechanisms to ensure their widest possible dissemination on a not-for-profit basis. A list of all such documents is also maintained and is freely available from the Board area of the TEI website.

Two exceptions to this general policy are envisaged. Firstly, the internal discussion of the Board on its private mailing list and the version of same stored in the Board’s Archive; secondly, material which the Board considers confidential for the specific reasons listed below.

Access to the Board’s internal Archive is restricted to Board members for a period of no more than five years from its first circulation, after which such material will either be destroyed, or added to a distinct Open Access part of the Archive (known informally as the Vault) at the discretion of the Board’s Chair and Executive Secretary.

The internal discussions of the Board may include matters considered confidential, relating to such topics as

  • selection of individuals for office;
  • evaluation and ranking or selection of organizations for partnership or awarding of contracts;
  • matters of serious political or personal controversy.

In case of doubt, the Chair of the Board will determine whether a topic should be considered confidential, and may also mandate means to ensure that is dealt with in confidence, for example by setting up a private list for discussion. Such private lists will be typically set up for a specified period only and archived after conclusion of that time.