#3 INFORMATION MANAGEMENT POLICY

RCL BR 295 INFORMATION MANAGEMENT POLICY #3

Policy Statement. Branch 295 is committed to the safe handling of branch and personal information, and for ensuring that our public-facing media and communications tools conform with best practices and branch policies.

INTRODUCTION

1.     This policy provides guidance for the safe handling of branch and personal information processed and stored on branch computers. Information in other forms, such as paper files are beyond the scope of this document.

LEGION AND BRANCH BUSINESS DOCUMENTS

1.     Access control to these documents is determined by the document originator or the person who collects and stores information from other sources on a branch computer.

• Branch documents are created by staff and several members of the executive. The most critical documents are related to legion and government regulatory matters and Article 3 (complaints).

• Files including, but not limited to, text documents, spreadsheets, presentations, and PDF files are to be stored in a documents folder either in each user account's file structure or in a Public Folder.

• Desktops are system folders designed for convenient shortcuts to files and online links.

• Everyone is encouraged to create sub-folders by topic to avoid excessive numbers of icons on the desktop.
  
  
  

·         Anyone with access to a computer Administrator account may place desktop shortcuts in a common folder for display on all user accounts. The "common desktop" is located in C:\Users\Public\Desktop.

PERSONAL INFORMATION PROTECTON

1.     Federal and provincial legislation obligates all organizations to protect personal information from disclosure to anyone with no need to know. The British Columbia Personal Information Protection Act and the Canada Personal Information Protection and Electronic Documents Act refer. Article 110 of the General By-Laws states “The use of a member’s private contact information is restricted to conducting the administrative affairs of the branch or command.”

2.     Information from membership lists used as contact lists, door control, voting lists, or other purposes are not to be disclosed to outside organizations or individuals unless required for branch business purposes.

ACCESS TO LEGION BUSINESS COMPUTERS

1. Access to branch computers is controlled by the Branch President.

2.. The senior member of staff (e.g. Office Supervisor) and the Branch President may be given an account with Administrator privileges to permit the installation of necessary updates and programs and access to other users' files.

3. All other users will normally be given USER accounts that do not allow the installation of programs or access to other users’ files.

4.  User account sign in's are a unique identifier enabling a user to sign in and access their own accounts and files.  User account sign in names are no indication of the position held by anyone with access to the account(s). User account names cannot be changed without introducing technical issues that we are not resourced to manage. Users are not encouraged to share their passwords.

ONLINE ACCOUNT MANAGEMENT

Online accounts essential to business operations are critical branch resources. Examples include, but are not limited to, Federal and Provincial taxation, cemetery, and other essential business and financial management accounts. Sign in credentials (e.g. up-to-date site URL, user ID's & passwords for most online accounts were documented by the former IT Services group and paper copies filed in the President's file cabinet.  

BRANCH ELECTRONIC MAIL

1. Our primary official business email address is rclbr295@shaw.ca normally accessed through Shaw Webmail.  Other addresses may be used at the discretion of the president.  Access to the main branch electronic mail is restricted to a delegated member of staff, others authorized by the president.

2. Electronic mail addresses should all begin with "rclbr295" to reflect our corporate identity in all external communications.

3. All official branch email addresses should be on Rogers\Shaw.

4. Access to rclbr295@shaw.ca email is restricted to the office supervisor, branch president, Bookkeeper, IT and Technical Services support volunteers (if any), and others authorized by the president.

5. An Outlook.com email address allocated by Dominion is used exclusively by the branch Membership Chair. 01-295@legion.ca. Password changes can only be done through Dominion Customer Service.

6. All email accounts should have a signature block with the following information. 

RCL Br 295

5661 Vedder Rd, Chilliwack, BC, Canada, V2R-3N5

Branch/Bar phone (604) 858-3600

https://sites.google.com/view/rcl295/home

https://www.facebook.com/rcl295

SAGE 50 SIMPLY ACCOUNTING

1.     Three separate Sage 50 company files (databases) are maintained. "Legion" is for general branch revenue and expenses; "Gaming" is for revenue and expenses related to our gaming licences; and "Poppy" is for revenue and expenses relating to the annual poppy campaign and disbursement of poppy funds.

2.     Access control requirements are approved by the president. At present, the Branch bookkeeper has full access to all databases; the Finance Officer has read and report access to all three databases; and IT Services has database administrator access to all three databases.  The password to the "sysadmin" account used by IT Services to add, remove, or modify user privileges is shared with the bookkeeper out of necessity.

3.     All work performed by the bookkeeper is backed up at the end of the day and copied to a USB stick and taken offsite each night as a disaster recovery measure.

POINT OF SALES SYSTEM

1.     The IdealPOS (IPS) point of sales system has become an essential component of business operations. Product information is updated by the Office Administrator. The point of sales computer syncs sales data with the IPS Backoffice on the main office computer \\OFFICE-RCL-295\.  IPS automatically backs up the database daily at 4:00 am and should be copied to a USB stick and taken offsite as a disaster recovery measure.

USER FILE BACKUP MANAGEMENT

1.     Supported user file backups were terminated due to a lack of IT Services volunteers.

CONCLUSION

1. If the branch wants to safeguard important data, then the measures stated above are the simplest.

2. Without a dedicated IT volunteer or contractor to manage data backups there are few workable options.

INFORMATION MANAGEMENT SERVICES OVERVIEW