Best practise for storing member sign-up PDFs

Hi,

I'm a new Secretary of our club, and thinking of ways to store the member sign-up PDFs.

We have been storing them on a laptop, but this could be lost and also means it's not easily shared.

I looked at putting the forms under File Management, but that seemed to be for blank forms etc.

I was thinking of setting up a Google Account for the club, and sharing access to club officers, and migrating the docs into the cloud.

Has anyone got any good ideas around this please - any suggestions very welcome!

Thanks

Steve Hunter

You can store you PDF in the File Management area.

Look at these FAQ
support.toastmastersclubs.org/file-manager/

Steve,

If you are talking about the agendas, they are kept as long as you do not delete them. You have the option of seeing the entire list of agendas if you check the box "Show All Agendas" when viewing the meeting agendas.

If you delete past agendas, you lose the history for the role reports stored with them.

View the FAQs on agendas: support.toastmastersclubs.org/agendas

I get the impression that Steve is talking about application forms for Toastmasters membership. What follows is based on that assumption.

Where you keep those will partly depend on your country/state's privacy legislation.

Anything kept in the FTH files area is accessible to / downloadable by any member, not just officers. In New Zealand at least, I don't think that the Privacy Commissioner would be terribly impressed if we put filled-in membership forms there.

So I'd be looking at something with strict access controls such as Google drive or similar. You can encrypt/password protect documents before uploading, too.

In the end, there's always a trade-off between easy access and security (just ask anyone who's lost their encryption password). How you work that out is up to you.