[db-wg] Preferred names in the database

Hello Harri,

After your email in December[1], we conducted a review of the ways people could add their preferred name to the RIPE Database. As you said, this would be particularly useful for individuals in the process of changing names (so they can already appear in the database with a new name while the official process is ongoing).

Following the review, which was conducted by a multidisciplinary team including the Database, Registry and Legal departments, we have concluded that names added to the database in the organisation "org-name:" attribute should remain the legal name associated with the resource holder. Preferred and legal names should be clearly marked so RIPE Database users can distinguish between the two.

Our mandate from the RIPE community is to keep an up-to-date and accurate Internet number resource registry. The RIPE Database contains information for specific purposes, such as ensuring the uniqueness of Internet number resource usage through the publication of information related to resources, providing information to parties involved in disputes over Internet number resource registrations. Having this information publicly available supports Internet coordination  to ensure transparency and accountability around the use and administration of Internet number resources[2].

Data management principles identified by the RIPE Database Requirements Task Force also guide how users add and update data in the database. For example, data accuracy principles state that data added to it should ensure uniqueness and provide reliable registration information to all parties involved in network operations[3]. 

If we were to use the  organisation "org-name:" attribute to publish names of Internet resource holders which are not officially recognised, or hide legal names entirely, this might impact the usability of the database for these purposes. It may also mean that the database is less able to serve its purposes for parties such as law enforcement agencies. 

We suggest that people use the remark lines in the RIPE Database, which are free text fields that could be used to indicate a preferred name.
Another approach could be to add a new separate, optional field for preferred names. If a new field for preferred names is something the RIPE community would like to see in the RIPE Database, we suggest starting a wider discussion to hear more views on this option and whether it could be implemented. 

Lastly, we also want to recognise your comments regarding our internal process around changing legal names and note that we will look whether we can make this a more efficient and considerate process for all involved. However, we’d like to note that we apply the same due diligence standards to all requests related to the (changes of) resource holders' data that we hold[4]. We need to see official proof of any changes to ensure the registry remains valid and up to date.

If you have any other questions, or need further clarification of any of the aspects of our review, please do not hesitate to contact me.

Edward Shryane
Specialist Technical Analyst
RIPE NCC

References

[1] Preferred names in the database: https://www.ripe.net/ripe/mail/archives/db-wg/2023-December/007943.html 
[2] RIPE Database Terms and Conditions, article 3: https://apps.db.ripe.net/docs/HTML-Terms-And-Conditions/#introduction
[3] Requirements for the RIPE Database, 5. Data Management Principles: https://www.ripe.net/publications/docs/ripe-767
[4] Due Diligence for the Quality of the RIPE NCC Registration Data: https://www.ripe.net/publications/docs/ripe-791#21 


> On 3 Dec 2023, at 12:49, Harry Cross via db-wg <db-wg at ripe.net> wrote:
> 
> Dear all (copying this to both the Diversity list and the Database list),
> I hope you’re having a wonderful weekend and recovering from Rome. 
> 
> I’d like to begin thinking about a proposal for preferred names in the database/on resources. Some may have noticed this week (and for a bit prior), I have begun going by Harri instead of Harry. At the moment there is no correct way for me to represent this in the database, as an LIR the details have to match my legal name. I may think about going through the legal processes to change this soon (albeit in the UK this is easier than a lot of places).
> 
> I know a few people hold their resources under a shell company for this purpose, (e.g I could incorporate Harri Cross Limited to hold the resources and be in the database). This applies to end users who hold PI or ASNs alongside LIRs.
> 
> It would be good for us to think about a way for these preferred names (and pronouns?) to be shown in the database alongside the process for changing the name of an end user. I know the preferred way a lot of people in this situation would like this to be handled is to totally mask the legal name in the database. The NCC could still validate legal names to know who they are working with - and we will need some compromise here I suspect. A complete lack of verification is of course a bad thing. 
> 
> I have experienced talking to the NCC when handling end users in these situations who have legally name changed and the process seems to be incredibly hard with the lack of understanding on documentation for name changes. 
> 
> Responses from the Registry have included “How can we be sure that <oldName> and <newName> are not identical twins?” (Which in my mind, is rather disrespectful). I also have another name change in process that is being stonewalled by a lack of understanding of documents in different jurisdictions for this.
> 
> Kind Regards,
> 
> Harri
> 
> Sent from Outlook for iOS
> -- 
> 
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