#14 IM & TECHNICAL SUPPORT POLICY

RCL BR 295 BRANCH INFORMATION MANAGEMENT SUPPORT & TECHNICAL SUPPORT POLICY & GUIDANCE #14

INTRODUCTION

Due to lack of volunteers willing to carry out almost daily tasks, Branch IT Services is being terminated in a phased approach from July to December 2025.

ORGANIZATION

Technical Support

1.  IT (Technical) Services that include support for computers, networks, and audio-visual services will terminate on December 31st, 2025. Jock McLaren will try to be available to provide technical advice if requested.

2.  Daily backups of data and offsite storage will terminate. Staff and Executive members using our computers are advised to make copies of essential material on a USB stick and take them home at the end of the day.

·         The Technical Advisor can assist with configuration if encrypted USB sticks are required.

·         The Technical Advisor will, if available, troubleshoot internal Branch WiFi problems. See page 2 for guidelines.

Information Management

1.      Information Management Services will continue indefinitely to assist executives and volunteers with the production of membership lists, and member email contact lists.

a.       Production of membership lists for the Office (Bar), Sick & Visiting Officer, and preparation of import files to update Shaw email contact lists; special projects assigned by the Branch President (e.g. drafting policy. Sending Member News Emails); and provide technical advice to the Branch President and the Office Administrator

Webmaster

1.      The website was created in 2017 to give the branch a global presence. There is no evidence that branch members make use of the site therefore the site will be reduced to one static page with few if any updates. Policy documents will be available through the website but have been updated and hard copy placed in a Branch Policy Book.

COMPANY OR VENDOR SUPPORT

1.  Information Management will try to compile a list of support contacts.

BRANCH WIFI

Introduction

1.  In 2024 the branch paid in the neighbourhood of $2000+ for a TP-Link DECO WiFi Mesh system to serve both business and public WiFi needs. The system has been operating very well for a year and a half except on two occasions when reconfiguration has been necessary.

2.  The system is segregated to support separate "business" and "guest" WiFi modes. The business side password is known only to the office administrator and to the people who initially set the system up (Jock McLaren, Stu McKenzie, and Shane Pulleyblank). The password to the "Guest WiFi" is posted on a bulletin board in the branch.

3.  The system can only be configured through a TP-Link DECO App on a smartphone and Jock, Stu, and Shane have the app.

System Architecture

1.  The Mesh system consists of 1 main TP-Link DECO connected by Ethernet cable to the Rogers/Shaw Internet Access Point in the office and 6 slave  wall-mounted units throughout the branch. One spare DECO is in storage in the basement IT and Audio-Visual locked cabinet. The entire system is portable to any location with an internet access point.

2.  Slave DECO's are located as follows. They were positioned for optimum signal strength and can be re-located.

·         Hallway outside office connected directly to Main by Ethernet cable

·         Upper lounge north wall

·         Bar area south wall near main entrance

·         Merritt Room rear alcove

·         Basement Hallway outside Board Room

·         Boardroom.

WIFI Configuration

1.  Main (Business) and Guest WiFi is configured on the Main Deco.

2.  Main SSID is RCL295DECO. Reserved for business use. Password is recorded elsewhere.

3.  Guest SSID is RCL295DECO_GUEST. Password is posted in the branch. 295592295.

TP-LINK ACCOUNT

A TP-Link account is required to use the DECO App. Access credentials are documented elsewhere.