Information Management Committee: Difference between revisions

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Information Management Committee (view source)

Revision as of 07:43, 6 April 2012

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Copied TOR from Google docs
(Unmerged (deleted) 2010 committee information)
(Copied TOR from Google docs)
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Information about the 2010 version of the Committee can be found [http://edmontonbikes.ca/w/2010_Committees#Information_Management here].
Information about the 2010 version of the Committee can be found [http://edmontonbikes.ca/w/2010_Committees#Information_Management here].


'''DRAFT'''
== Information Management Committee 2011-2012 ==
== Information Management Committee 2011-2012 ==
* '''Chair:''' (name)
* '''Chair:''' James Phillips
* '''Members:'''
* '''Members:'''
** (name)
** (your name here)
** (name)
** (call today!)


=== Topics of focus ===
=== Topics of focus ===
* Brief point form summary of major focus
* Document where and how data is stored in the organization
* topic
* Plan data retention and security
* topic
* Maintenance of EBC's IT infrastructure.
* Network with other organizations experiencing similar challenges


=== Terms of Reference ===
=== Terms of Reference ===
* The Terms of Reference (TOR) is used by a committee as a tool to help it guide its own direction, as well as to make clear its powers, boundaries, and role within the broader organization. It should answer most general questions that would arise during its work regarding the committee's relationship to the rest of EBC's governance structure. (e.g. does the hiring committee directly make job offers, or does it simply make hiring recommendations to the Board?) It should also answer, "what will this committee accomplish, what can I do as part of this committee, and why do we want to do this?"
* The TOR must be clear, specific, and tangible. The purpose of it isn't to be a meaningless form: it should provide clear guidelines and measurable goals.
* '''The following questions are examples of the kinds of considerations to make. The TOR doesn't have to answer every question, or go into every detail, nor are the questions exhaustive.'''


==== General Purpose ====
==== General Purpose ====
The raison d'être for this committee?
While recognising that EBC is not primarily an Information Technology organization, the goal of this committee is to ensure that all functions of EBC relying on timely access to information function smoothly. Because some information is sensitive, planning data security is within the scope of the committee. Since some information is transient, planning data archival and destruction is also within the scope of the committee.
The chair of the committee has a bias for Free and Open Source Software (FOSS), as well as open data formats. The chair believes that using FOSS where practical will increase the reliability of EBC’s IT infrastructure in the long-term. Since the use of FOSS may sometimes involve some customization, EBC will work with other organizations experiencing similar challenges to share the costs of such development.


==== Key Duties and Responsibilities ====
==== Key Duties and Responsibilities ====
  1. Selection and maintenance of computer equipment used by EBC.
  2. Selection and maintenance of paper/microfiche handing equipment.
  3. Selection and maintenance of software used by EBC.
  4. Document any web services used by EBC, including any Terms Of Service or Privacy Policies that apply (review annually).
  5. Developing a security policy for access to sensitive documents, taking into account Board turn-over.
  6. Develop a data archival and destruction policy. Automate as much as is practical.
  7. Improve organizational transparency with open data initiatives (http://sunlightfoundation.com/policy/documents/ten-open-data-principles/)
  8. Collaborate with other organizations facing similar challenges to those above. (For example, the EFF has an almost dead program to track TOS and Privacy Policy changes) Bike Calgary has expressed interest in collaborating with us in the past. bikeroot.ca has apparently developed some kind of shop management system we may want to investigate.
  9. Work with other committees to help them with any data storage needs
  10. Maintaining websites (stolenbikes, brb, cycleedmonton, edmontonbikes, ghostbikes.org, bikecollectives.org).
  11. Find or develop a program to send event notices to Website, (Google) Calender, Facebook, and Twitter all at the same time (Use RSS feed?).
  12. Document how we went about opening the second location so that others can benefit from our experience.
  13. Migrating primary EBC website to new platform (Wordpress)
  14. Maintain phone and network equipment
  15. Monitoring and archiving media
  16. Maintain EBC Library/bookshelves
  17. Some data entry, collection of photos for EBC use.
  18. Audit IPv6 compliance.
  19. Audit bandwidth usage as needed.
===== Level of Authority =====
===== Level of Authority =====
* Is the committee's work public-facing?
Much of this committee's work is very public-facing, and may be the first interaction people have with EBC. Any major, public-facing changes, therefore (such as a website redesign) should be passed before the board for review, though decisions can be made by the committee without a board vote once a reasonable amount of time has been given for review (unless the board indicates otherwise during this review period).
** Can the committee make decisions regarding public-facing matters?
Decisions involving a significant new financial cost or liability to EBC must first be recommended to the board for approval.
** Is board approval required?
Decisions involving significant privacy or security concerns must also first be recommended to the board for approval.
** Publications, blogs, and public representation?
* What authority does the committee have to make decisions involving cash? Limits, thresholds?
* What powers regarding privacy, security?
* Access to member information?
* Can the committee enter into contracts (verbal included) on behalf of EBC?
** What kind?
** Board approval required?


===== Reporting Relationship =====
===== Reporting Relationship =====
* Who will submit reports?
The chair of the committee shall submit written reports to the board prior to each board meeting.
* How often will reports be made?
* When will they be submitted?
* How will they be submitted (written, oral)?


==== Composition and Appointments ====
==== Composition and Appointments ====
* How will the chair be nominated?
The chair will be selected by the board of directors based on open nominations. The chair may appoint anyone to the committee. The president and executive director are ex officio members.
* Who will select the chair from nominations?
* Who should be ex officio members?
* How will members be selected?
* Can the chair appoint members?
* How many members should there be?
* Who should individual committee members represent? e.g. 1 person from the mountain biking community, 1 person with urban planning experience, etc.


==== Meetings ====
==== Meetings ====
* How frequently will the committee meet, at minimum?
At least once every 2 months.


==== Resources ====
==== Resources ====
===== Financial =====
===== Financial =====
* How much money, and over what time period, will the committee need to complete its goals?
$210/yr for hosting, $50/yr for domain names, $150/yr for infrastructure, $1600/yr for phone and Internet access (two locations). ''subject to change''


===== Staff =====
===== Staff =====
* How many volunteers will be needed?
Volunteers to do:
* How many hours of volunteer time?
* web development
* What are the key volunteer roles?
* systems analysis
* data entry
* IT support
* statistics
* security analysis
Support from the Treasurer and Secretary in ensuring digital copies of documents are properly archived, and that significant paper documents are digitized and/or copied to microfiche (where it is likely to be useful and reasonable).


* What kind of paid staff time is needed?
==== Specific Annual Objectives ====
* Are paid staff required for meetings?
The above list may be too long and general. Things to be accomplished by the AGM should be listed here
* How many hours of staff time is needed?
===== Document the establishment of Bikeworks north =====
By August 31, 2012, the IMC will have added information about setting up the second location to:
http://www.bikecollectives.org/wiki/index.php?title=Bike_Collective_Starter_Kit
Chris Chan explains in a January 24, 2012 e-mail:
“I know it's additional work to something that's already a lot, but EBC is in a position to really contribute to bike collectives internationally, since BikeCollectives.org (which runs the ThinkTank mailing list and is a hub of discussion for things like Bike!Bike!) is pretty heavily referenced even though it's pretty slim on actual information. So a little bit of info from us would heavily influence all the community bike shops springing up over Canada and the US.”
Neil Cary started this documentation on the wiki: http://edmontonbikes.ca/w/Setting_up_the_North_Shop


==== Specific Annual Objectives ====
===== Document where information is stored =====
* Goals with numbers, dates (e.g. 200 new members by June 2010)
By August 31, 2012, the IMC will have documented where information in teh organization is stored. The aim is to develop a strategy for preservation of information that should be preserved and destruction of information that should not be kept.
* Goals made measurable (e.g. 20% improved BikeWorks user satisfaction, measured using a survey developed by the committee)
* Reason for prioritizing of these goals, if not clear


==== Reports and Target Dates ====
==== Reports and Target Dates ====
* e.g. user satisfaction report published one month prior to the AGM
Report detailing activity over the year should be available 1 month ahead of AGM (fall).
 


==== Review and Evaluation Process ====
==== Review and Evaluation Process ====
James P
111

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