[ADR]: Document Sharing

[widal001]

Description

The project will use a system for document sharing in order to better collaborate on work together. The goal of this ADR is to evaluate a series of document editing systems and select the one we will be using for this project:

Options

• Platform chosen for wiki
• Google Docs
• Microsoft Sharepoint
• Box
• Others as recommended by dev team

Decision Drivers

Must Have

• Onboarding: New users can be onboarded to the tool at no cost to the user in a process that takes less than 2 days
• HHS Network Access: Users can access the documents when they are on the HHS network
• Authority to Operate (ATO): This platform is covered under the Grants.gov Authority to Operate
• Private Docs: Users can restrict document access to certain users or groups
• Public Docs: Users can make certain documents public so that members of the public can view the document
• Doc Formats: The platform supports key document formats, including:
  • Text documents
  • Spreadsheets
  • Slide decks
  • PDFs
• Comments: Users can comment on individual lines or sections within the document
• Collaborative Editing: Multiple users can contribute to the document at the same time

Nice to Have

• Open Source: The code used to host and run the platform is open source
• Track Changes: Users can make suggested edits to the document that the editor of the doc can accept or reject
• Templates: Users can save certain documents as templates that other users can copy
• Plugins: The platform supports additional features like codeblocks, calendar integrations, etc. through plugins or add-ons

Definition of Done

• [ ] The approvers for this decision have been identified (ideally before work on the ADR starts)
• [ ] The ADR is created and stored in documentation/decisions/adr with status "Accepted"
• [ ] The ADR has been reviewed and approved by the approvers listed above
• [ ] The ADR satisfies requirements that are outlined in the ADR template
• [ ] Any follow-up tickets have been created (if necessary)
• [ ] The resulting choice satisfies the must-have conditions listed above (or has a plan for addressing any gaps):
  • [ ] Onboarding
  • [ ] HHS Network Access
  • [ ] ATO
  • [ ] Private Docs
  • [ ] Public Docs
  • [ ] Formats
  • [ ] Comments
  • [ ] Collaborative editing

[margaretspring]

@andycochran & @ericv-intuitial - Trying to practice commenting in the ticket rather than Slack... wanted to suggest in the Doc Sharing/Collaborative drafting process - it'd be great to settle on a process for letting folks know they're supposed to review something... maybe adding a comment when done & unassigning themselves to a GitHub ticket, checking off on the ACs, or something so that the requestor knows when folks are done. And, the reviewers can consult somewhere to see the list of reviews.

An exampel of what I'd look for a better way on is this - At this moment we have loads of Deliverable Spec going around & Sumi made a VERY needed checklist, but it's easily lost in Slack and a snapshot in time instead of a trackable list.

[margaretspring]

@andycochran - Do you want to assign this into the Sprint? Not sure if it'll be timeboxed into the Sprint, but you & @ericv-intuitial are spending time on it (with lots of folks interested in your progress ;) ) so it should be acknowledged. Thank you!

[andycochran]

We can put it in this sprint, knowing that it's likely to carry over into the next. As this is the POPs last sprint, this issue is not the highest priority.

/cc @CarleyKimball (adding you for awareness + slack thread)

[andycochran]

This metadata doesn't seem right: