TOPIC:

I have several documents like membership applications and some noncredit card club financial information that I think would be best-left to only officer access. In the file storage area, I see the highest restriction is only to limit access to members. Is there a way to have limited access to documents by officers only within our club website? Is there a way to associate a third party cloud application, like Google Docs with our club website. The existing mosaic of paper files and emails privately held and partially transferred by officer on a year to year basis does not seem to be adequate. This is my first forum support request. I would appreciate any suggestions for better posting methods. Thank you.

You can use external links to your google docs repository, or create and officers page with a link to each google doc.

support.toastmastersclubs.org/doc/item/links-to-other-sites

or

support.toastmastersclubs.org/doc/item/a...editing-page-content

Good morning. After reviewing this, I want to make sure I understand my options. As I understand it, I can limit link access (to Google or other third party storage) to officers only, but I cannot store documents on the site with officer only access. Is my understanding correct? Thank you.

Correct.

Question: As Toastmaster is supposed to be an open and transparent organization is there really any need for an officers only storage?

Your question is excellent. I asked myself that exact question yesterday when I was drawing up the conceptual framework of our data storage plan. There was no significant unified digital data storage for our club that I could see prior to my plan. I am starting from scratch. My IT background is in healthcare. Over and again, I have seen it is far safer to limit data access when in doubt and respond to requests as they occur promptly.

There are two areas that I have a doubt about making all member available. The first are membership applications. They have signatures that could be copied and abused. I wonder if everyone wants all of the contact information provided available to all the club members and future club members.

The second is financial documentation. By this, I mean the back up for the basic reporting. If a member is slow or asks for a delay in paying dues, should that be a part of the full club record. If there is an email dispute about the quality or correctness of a receipt for reimbursement, should that be a full club record. I do expect basic financial reporting to be all member available.

These are my thoughts. I come from the privacy side of the fence. As far as I can see, I am trying to emulate the toastmasters.org privacy framework by limiting access to officers only for some parts of the data. I would appreciate thoughts from anyone on the forum about this.

Remember the safest type of internet and document security is NOT to put them on the web at all. All the documents you are referring to should be kept by either your Secretary or your Treasurer. Also remember that in 6 months or 1 year there will be a new executive who will see all these documents.

With all the "security breaches" in large corporations that have full time security staffs, if you are really concerned about security of peoples personal information it should not be put on the web.