Embedded Files
This page examines the storage of important club documents and also the security of personal information.
Club documents
These fall into two main categories:
- Documents that need to be viewed by members or supporters. These might include policies and codes of behaviour, AGM minutes, club constitution and so forth. The most common place to store these documents is on the club's website as it can provide for easy viewing by members or supporters, although sometimes they are distributed via email.
- Documents to be viewed by the committee only. These might include member registers or financial documents. In more recent times, hard copies of these might have been replaced by spreadsheet or database files. They may be stored offline, either in paper form or on a committee member's computer. If other committee members require access to any of these files then it may be worthwhile considering storing securely them on The Cloud.
Privacy and Security
Whenever any online system is used there are potential risks. It is important that these are understood and that any online service is investigated by the club before it is adopted. After that, the club should put practices in place to ensure that only those people who should have access to those parts of the web presence have that access. Some privacy and security questions to consider when selecting online providers are:
- How well known are they?
- What processes do they have in place to back up your data? How often do they back it up?
- What procedures do they have in place to ensure the security of your data?
- What do other customers think of their service? (Try searching for the product name online and include the word "review" in the search terms).
In relation to the second and third bullet points, the provider should have this information easily available on their website.
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