Create meeting recording policy

[dyladan]

Related #2681

Adds a policy that bans zoom bots and third party recorders.

It wasn't entirely clear to me where to document this policy. docs, guides, and tools directory all seem to provide how-to guides and explainers. The GC and TC charters definitely contain policies, but neither seemed a good fit for this. Similarly, the README has a calendar section but it is more focused on helping people find meetings than it is on policing them. I created a policies directory in order to clarify that this is a policy and not just a suggestion, and also to make it easy to find. If this should be documented somewhere else, please let me know and I'm happy to move it, however I think we should have a more clear distinction between what is a rule and what is a guide or suggestion anyway eventually.

[mtwo]

I'm supportive of this, though I'm curious what others think

[svrnm]

+1 for having a policies folder, that makes it much clearer what this is about

[arminru]

Should this document be linked from somewhere, or is it enough to expect people to browse to the newly created policies/ folder?

[arminru]

These should likely be moved to the new policies/ folder as well in a follow-up:

https://github.com/open-telemetry/community/blob/main/marketing-guidelines.md
https://github.com/open-telemetry/community/blob/main/social-media-guide.md
perhaps also
https://github.com/open-telemetry/community/blob/main/project-management.md

[arminru]

I think it would be reasonable to add the following justification as a clarification:

Suggested change

	Third party recording tools, note-taking apps, and other tools which record, transcribe, or otherwise process OpenTelemetry Zoom meetings are prohibited.
	Third-party recording tools, note-taking apps, and other tools which record, transcribe, or otherwise process OpenTelemetry Zoom meetings are prohibited.
	This is to respect participants' privacy and ensure data governance by the OpenTelemetry Governance Committee rather than third-party companies and individuals.

[mx-psi]

I'm supportive of this, but I don't think this solves the problem.

Zoom still doesn't have any tools to deal with this in a satisfactory way and repeated reports and communication with Zoom support has resulted in unworkable suggestions such as "enable Meeting room" or tedious alternatives such as placing the burden on maintainers.

So, TL;DR: I guess it's good to write this down explicitly, but I would like to continue the discussion to see if there are any alternative mechanisms for enforcement

[dyladan]

I'm supportive of this, but I don't think this solves the problem.

Zoom still doesn't have any tools to deal with this in a satisfactory way and repeated reports and communication with Zoom support has resulted in unworkable suggestions such as "enable Meeting room" or tedious alternatives such as placing the burden on maintainers.

So, TL;DR: I guess it's good to write this down explicitly, but I would like to continue the discussion to see if there are any alternative mechanisms for enforcement

I'll unlink the issue so it isn't closed

[trask]

I haven't heard objections to local recording tools that someone may use while they themselves are attending the meeting.

Suggested change

	Third party recording tools, note-taking apps, and other tools which record, transcribe, or otherwise process OpenTelemetry Zoom meetings are prohibited.
	Third party recording tools that join Zoom meetings are prohibited.

[trask]

Suggested change

	Maintainers should remove and block such tools using the process described in [Zoom abuse prevention](../docs/how-to-handle-public-calendar.md#zoom-abuse-prevention).
	Maintainers may remove and block such tools using the process described in [Zoom abuse prevention](../docs/how-to-handle-public-calendar.md#zoom-abuse-prevention).