Proposal to cease accepting IPR disclosures by unstructured email

[IETF Executive Director <[e-mail]>]

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.

[1]  https://datatracker.ietf.org/ipr/new-specific/
[2]  https://datatracker.ietf.org/ipr/new-generic/
[3]  https://datatracker.ietf.org/ipr/new-third-party/
[4]  https://datatracker.ietf.org/ipr/
[5]  https://datatracker.ietf.org/ipr/search/

-- 
Jay Daley
IETF Executive Director
[e-mail]