Information Management Committee: Difference between revisions
Information Management Committee (view source)
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Note: [http://en.wikipedia.org/wiki/Wikipedia:SPLIT Split] Information about social media used by EBC to [[IMC_Social_Media_Integration]]. This page should only describe the commitee work. | Note: [http://en.wikipedia.org/wiki/Wikipedia:SPLIT Split] Information about social media used by EBC to [[IMC_Social_Media_Integration]]. This page should only describe the commitee work. | ||
Information about the 2010 version of the Committee can be found [http://edmontonbikes.ca/w/ | Information about the 2010 version of the Committee can be found [http://edmontonbikes.ca/w/2010-11_Information_Management_Committee here]. | ||
'''DRAFT''' | '''DRAFT''' | ||
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==== Key Duties and Responsibilities ==== | ==== Key Duties and Responsibilities ==== | ||
#Selection and maintenance of computer equipment used by EBC. | #Selection and maintenance of computer equipment used by EBC. '''-staff responsibility''' | ||
#Selection and maintenance of paper/microfiche handing equipment. | #Selection and maintenance of paper/microfiche handing equipment. '''-staff responsibility''' | ||
#Selection and maintenance of software used by EBC. | #Selection and maintenance of software used by EBC. '''-staff responsibility''' | ||
#Document any web services used by EBC, including any Terms Of Service or Privacy Policies that apply (review annually). | #Document any web services used by EBC, including any Terms Of Service or Privacy Policies that apply (review annually). '''-possible volunteer project, not a board project''' | ||
#Developing a security policy for access to sensitive documents, taking into account Board turn-over. | #Developing a security policy for access to sensitive documents, taking into account Board turn-over. '''-yes, this is policy:)''' | ||
#Develop a data archival and destruction policy. Automate as much as is practical. | #Develop a data archival and destruction policy. Automate as much as is practical. '''-yes, this is policy:)''' | ||
#Improve organizational transparency with open data initiatives (http://sunlightfoundation.com/policy/documents/ten-open-data-principles/) | #Improve organizational transparency with open data initiatives (http://sunlightfoundation.com/policy/documents/ten-open-data-principles/) '''-possible volunteer project; could be policy work as long as it doesn't commit us to standards beyond our current resources''' | ||
#Collaborate with other organizations facing similar challenges to those above. (For example, the EFF has an almost dead program to [http://www.tosback.org/timeline.php 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. | #Collaborate with other organizations facing similar challenges to those above. (For example, the EFF has an almost dead program to [http://www.tosback.org/timeline.php 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. '''-this is a potential implication of working on ''any'' problem.''' | ||
#Work with other committees to help them with any data storage needs | #Work with other committees to help them with any data storage needs '''-needn't be explicit here''' | ||
#Maintaining websites (stolenbikes, brb, cycleedmonton, edmontonbikes, ghostbikes.org, bikecollectives.org). | #Maintaining websites (stolenbikes, brb, cycleedmonton, edmontonbikes, ghostbikes.org, bikecollectives.org). '''-staff responsibility''' | ||
#Find or develop a program to send event notices to Website, (Google) Calender, Facebook, and Twitter all at the same time (Use RSS feed?). | #Find or develop a program to send event notices to Website, (Google) Calender, Facebook, and Twitter all at the same time (Use RSS feed?). '''-volunteer project in cooperation with staff, not board''' | ||
#Document how we went about opening the second location so that others can benefit from our experience. | #Document how we went about opening the second location so that others can benefit from our experience. '''-a volunteer project''' | ||
#Migrating primary EBC website to new platform (Wordpress) | #Migrating primary EBC website to new platform (Wordpress) '''-staff responsibility (volunteer help may be welcome, I don't know)''' | ||
#Maintain phone and network equipment | #Maintain phone and network equipment '''-staff responsibility (volunteer help may be welcome)''' | ||
#Monitoring and archiving media | #Monitoring and archiving media '''-staff responsibility (volunteer help may be welcome)''' | ||
#Maintain EBC Library/bookshelves | #Maintain EBC Library/bookshelves '''-volunteer (this may be Micah's pet project)''' | ||
#Some data entry, collection of photos for EBC use. | #Some data entry, collection of photos for EBC use. '''-volunteer in cooperation with staff''' | ||
#Audit IPv6 compliance. | #Audit IPv6 compliance. '''-fine as a pet project, below board level''' | ||
#Audit bandwidth usage as needed. | #Audit bandwidth usage as needed. '''-fine as a pet project, below board level''' | ||
===== Level of Authority ===== | ===== Level of Authority ===== | ||
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). | 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). '''--something like a website redesign would be an ED responsibility.''' | ||
Decisions involving a significant new financial cost or liability to EBC must first be recommended to the board for approval. | Decisions involving a significant new financial cost or liability to EBC must first be recommended to the board for approval. | ||
Decisions involving significant privacy or security concerns must also first be recommended to the board for approval. | Decisions involving significant privacy or security concerns must also first be recommended to the board for approval. | ||
'''--The committee's work should be to propose new policy and solutions for it's implementation. There's no need for it to be making independent decisions.''' | |||
===== Reporting Relationship ===== | ===== Reporting Relationship ===== | ||
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*Office supplies | *Office supplies | ||
*Note: Microfiche conversion is not expected to be a budget item in the near future. The mere act of paginating and removing external dependencies from the information is important. | *Note: Microfiche conversion is not expected to be a budget item in the near future. The mere act of paginating and removing external dependencies from the information is important. | ||
'''--This stuff is already part of our operational budget. The committee as such should require no financial resources.''' | |||
===== Staff ===== | ===== Staff ===== | ||
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* statistics | * statistics | ||
* security analysis | * security analysis | ||
'''--That would be great, but this is all operational, so they'd be working for staff, not for a committee of the board.''' | |||
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). | 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). | ||
==== Specific Annual Objectives ==== | ==== Specific Annual Objectives ==== | ||
The above list may be too long and general. Things to be accomplished by the AGM should be listed here | The above list may be too long and general. Things to be accomplished by the AGM should be listed here | ||
===== Document the establishment of | ===== Document the establishment of BikeWorks north ===== | ||
By August 31, 2012, the IMC will have added information about setting up the second location to: | 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 | http://www.bikecollectives.org/wiki/index.php?title=Bike_Collective_Starter_Kit | ||
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* When was this TOR approved by the board? | * When was this TOR approved by the board? | ||
=== Meeting Minutes === | |||
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