Proposal to cease accepting IPR disclosures by unstructured email

IETF Executive Director <> Thu, 17 December 2020 20:27 UTC

Return-Path: <>
Received: from localhost (localhost []) by (Postfix) with ESMTP id CD2073A0FF0 for <>; Thu, 17 Dec 2020 12:27:15 -0800 (PST)
X-Virus-Scanned: amavisd-new at
X-Spam-Flag: NO
X-Spam-Score: -1.899
X-Spam-Status: No, score=-1.899 tagged_above=-999 required=5 tests=[BAYES_00=-1.9, URIBL_BLOCKED=0.001] autolearn=ham autolearn_force=no
Received: from ([]) by localhost ( []) (amavisd-new, port 10024) with ESMTP id F-W01J32zCSr for <>; Thu, 17 Dec 2020 12:27:14 -0800 (PST)
Received: from jays-mbp.localdomain (unknown []) (using TLSv1.2 with cipher ECDHE-RSA-AES256-GCM-SHA384 (256/256 bits)) (No client certificate requested) by (Postfix) with ESMTPSA id 3806A3A07EA for <>; Thu, 17 Dec 2020 12:27:14 -0800 (PST)
From: IETF Executive Director <>
Content-Type: text/plain; charset=us-ascii
Content-Transfer-Encoding: quoted-printable
Mime-Version: 1.0 (Mac OS X Mail 13.4 \(3608.\))
Subject: Proposal to cease accepting IPR disclosures by unstructured email
Message-Id: <>
Date: Fri, 18 Dec 2020 09:27:11 +1300
To: IETF Announcement List <>
X-Mailer: Apple Mail (2.3608.
Archived-At: <>
X-Mailman-Version: 2.1.29
Precedence: list
List-Id: "IETF announcement list. No discussions." <>
List-Unsubscribe: <>, <>
List-Archive: <>
List-Post: <>
List-Help: <>
List-Subscribe: <>, <>
X-List-Received-Date: Thu, 17 Dec 2020 20:27:16 -0000

The IETF Administration LLC is proposing to cease accepting IPR disclosures by unstructured email and making the existing mechanism of a structured form the sole mechanism for submitting IPR disclosures.  We are now seeking feedback on this proposal.

IPR disclosures can currently be submitted by one of three Datatracker forms [1] [2] [3] or by email.  The forms are highly structured and the IPR disclosures are stored in a database that can be both browsed [4] and searched [5] using this structure,  

Email submissions, provided for historical compatibility, often require significant backend processing and judgement calls from the Secretariat on what data should be extracted from the email for each field in the database.  The volumes are small, generally only one or two a month, but on occasion they are tens of pages long with multiple disclosures extracted.  Notwithstanding the low volumes, it is our view that it is inappropriate to ask the Secretariat to decide what content to include/exclude and how to represent it, for such a legally sensitive area and that we should not be processing of IPR disclosures in this way.  Consequently, we propose to cease accepting IPR disclosure by email.  

If you have any feedback on this proposal, please send it directly to me or to the admin-discuss list before Friday 8th January 2021.

Any IPR disclosures received by email from now on will not be processed until a final decision is made on this proposal.  Submitters will be notified of that so that they can submit by a form if they choose.


Jay Daley
IETF Executive Director