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<p class="MsoNormal"><span style="font-size:11.0pt">Dear all,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Here is what staff captured as action items and notes from the URS Documents Sub Team call that was held today, 18 July 2018. As always, the notes are intended only as high-level summary points for reference
and do not replace the full record of the call, for which the recording and transcript will be posted to the Sub Team’s wiki page.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt">Action Items:<o:p></o:p></span></b></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><span style="font-size:11.0pt">Brian to work with staff to contact registry operators whose gTLDs saw the most URS complaints for feedback about their qualitative experiences with
the notice requirements (based on list of 25 gTLDs with the most URS complaints as of December 2017)<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><span style="font-size:11.0pt">Brian to coordinate with staff regarding alignment with the other Sub Teams and reporting back to the full WG<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><span style="font-size:11.0pt">Staff to clean up topics table based on today's discussion and provide list of issues/topics/points for Sub Team consideration and (as appropriate) further
consideration<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><span style="font-size:11.0pt">Staff to provide case numbers for Sub Team members to review more deeply (for the Claims Denied cases) - Zak M. and David M. volunteered<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><span style="font-size:11.0pt">Staff to circle back with David M. on the de novo review cases<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><span style="font-size:11.0pt">Staff to find out if there is decoding software available that can be used to read the coded portion of a SMD file (or if the only way is to obtain the
private key from the TMCH)<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><span style="font-size:11.0pt">Staff to complete action items on additional background information as noted in Column 4 of the URS Consolidated Document<o:p></o:p></span></li></ol>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt">Notes:<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo2"><span style="font-size:11.0pt">Note on Action Item from 11 July: The Docs Sub Team believes it has adequately identified the available data sources for all the topics and questions
raised.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo2"><span style="font-size:11.0pt">Objective of this call: based on review of data we have, determine what (if any) potential recommendations and other observations we will report for
the full WG to consider. Important to remember that full discussion and development of policy recommendations must happen at the WG level.
<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo2"><span style="font-size:11.0pt">Question: On responses from Providers' & Practitioners' survey results - do we just catalogue them (as received) or should we do more to facilitate coordination
across the Sub Teams and for discussion by the full WG?<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo2"><span style="font-size:11.0pt">Approach: walk through each section (especially Column 4 and where there is reference to the Provider or Practitioner survey responses), to meet objective
of the call as stated (e.g. ask if the Sub Team sees any issues or possible discussion proposals based on the survey responses)<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt">Discussion:<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:11.0pt">A. THE COMPLAINT:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo3"><span style="font-size:11.0pt">Standing re: types of marks - this raises a fundamental question as to whether the nature of the mark (since trademark rights are required for standing)
is something that is within scope for URS review. <o:p></o:p></span></li></ul>
<p class="MsoNormal" style="margin-left:.5in"><b><i><span style="font-size:11.0pt;color:#4472C4">SUB TEAM RECOMMENDATION - highlight that question has been raised as to whether the standing requirement for URS should be changed in view of available data about
types of marks.</span></i></b><b><i><span style="font-size:11.0pt"><o:p></o:p></span></i></b></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo3"><span style="font-size:11.0pt">Proof of use via SMD files - practitioners' survey results seem to indicate no problems have been caused (SMD files are adequate), but a few respondents
and WG members have raised questions about this.<o:p></o:p></span></li></ul>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt">QUESTION: Is there decoding software that can "open" the coded (non-human readable) portions of the SMD file? Is it only readable with the private key obtainable only from the TMCH?<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo3"><span style="font-size:11.0pt">Time frames - this has implications on the filing as well as receiving party. Responses were mostly filed within the 6-months timeframe (most within
the initial 14 days). <o:p></o:p></span></li></ul>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt">QUESTION: Is the problem not so much length of each time frame per se, but the possible overlapping/duplicative mechanisms for review and appeal?<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo3"><span style="font-size:11.0pt">Word limits - more practitioners agreed that these are adequate, but a number also disagreed.
<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">B. THE NOTICE:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo3"><span style="font-size:11.0pt">Providers Sub Team has been discussing the differences in practice amongst the various providers. No need to duplicate that effort - but Docs Sub Team
notes the need to have a coordinated discussion of any notice issues at the WG level.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo3"><span style="font-size:11.0pt">From Practitioners survey - Most practitioners who responded noted no issues with notice, with one comment on privacy/proxy services noting that FORUM
was able to assist. Many of the practitioners represented complainants.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo3"><span style="font-size:11.0pt">Locking of domain within 24 hours - providers have indicated no serious difficulties, including with communicating with registry operators, though there
are occasional inconsistencies and problems (for specific reasons documented in the provider survey responses). No issues were raised from the practitioners.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">C. THE RESPONSE:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo4"><span style="font-size:11.0pt">Refer to staff compilation summary and data tables for the data on how many responses were filed, in which time frame, and their final determination.<o:p></o:p></span></li></ul>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt">QUESTION: of the 4% (between 23-27%) of the 827 cases where a response was filed after the 14-day period but within 6 months, is it possible to see exactly when they were filed? Reply:
This will require a further look into the data as we don't currently have the actual cases extracted.
<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><b><i><span style="font-size:11.0pt;color:#4472C4">SUB TEAM RECOMMENDATION: No further research required at the moment, given the data staff has already compiled.<o:p></o:p></span></i></b></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo4"><span style="font-size:11.0pt">Cases involving 15 or more domains: not many.<o:p></o:p></span></li></ul>
<p class="MsoNormal" style="margin-left:.5in"><b><i><span style="font-size:11.0pt;color:#4472C4">SUB TEAM RECOMMENDATION: The current data does not allow for any sound policy conclusion.<o:p></o:p></span></i></b></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">D. STANDARD OF PROOF<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo4"><span style="font-size:11.0pt">Is URS being used for its purpose: Practitioners survey results - most either agreed or strongly agreed.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo4"><span style="font-size:11.0pt">Meeting "clear and convincing" standard - practitioners split on whether guidance should be provided to examiners on how to determine if this has been
met. Over half the practitioners felt the standard is appropriate (and felt it was adequate as is), but a few thought it was too high (and should be lowered).<o:p></o:p></span></li></ul>
<p class="MsoNormal" style="margin-left:.5in"><b><i><span style="font-size:11.0pt;color:#4472C4">SUB TEAM RECOMMENDATION: Some rudimentary guidance as to what constitutes "clear and convincing" (in view of differing laws around the world) may be useful. Based
on the data reviewed, the Sub Team does not believe that changing the standard is necessary.<o:p></o:p></span></i></b></p>
<p class="MsoNormal"><b><i><span style="font-size:11.0pt;color:#4472C4"><o:p> </o:p></span></i></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo4"><span style="font-size:11.0pt">Analysis of the 59 Claims Denied cases: work in progress; staff focus continues to be on trying to see if grounds/defenses other than those listed in
URS sections 5.7 and 5.8 were the reason.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
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