Information Management Committee: Difference between revisions

From Bike Edmonton
Jump to navigation Jump to search
m (→‎Google Apps: Added ebc-advocacy)
No edit summary
 
(30 intermediate revisions by 4 users not shown)
Line 1: Line 1:
==Topics of Focus==
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/2010-11_Information_Management_Committee here].


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


Keep in mind we must follow the Provincial <i>Personal Information Protection Act</i> (PIPA) and Federal <i>Personal Information Protection and Electronic Documents Act</i> (PIPEDA). Apparently, they trigger when personal information collected, used or disclosed during a commercial activity. Most of what EBC does is probably not considered commercial activity. The province has an [http://pipa.alberta.ca/resources/pdf/InfoSheet1.pdf Information Sheet] and [http://pipa.alberta.ca/faqs/pdf/NonProfitFAQs.pdf FAQ] on the topic.
=== Topics of focus ===
* Document where and how data is stored in the organization
* Plan data retention and security
* Maintenance of EBC's IT infrastructure.
* Network with other organizations experiencing similar challenges


====Migrate Mailing list====
=== Terms of Reference ===


===Archives and File Security===
==== General Purpose ====
Nothing to put here at the moment except a link to the [[Document Storage Policy]].
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.


===Websites and Social Media Integration===
The committee must not overlook Free and Open Source Software ([http://en.wikipedia.org/wiki/The_Free_Software_Definition FOSS] ), nor [http://en.wikipedia.org/wiki/Open_format open data formats]. 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.


====Websites controlled by EBC====
==== Key Duties and Responsibilities ====
#Selection and maintenance of computer equipment used by EBC. '''-staff responsibility'''
#Selection and maintenance of paper/microfiche handing equipment. '''-staff responsibility'''
#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). '''-possible volunteer project, not a board project'''
#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. '''-yes, this is policy:)'''
#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. '''-this is a potential implication of working on ''any'' problem.'''
#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). '''-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?). '''-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. '''-a volunteer project'''
#Migrating primary EBC website to new platform (Wordpress) '''-staff responsibility (volunteer help may be welcome, I don't know)'''
#Maintain phone and network equipment '''-staff responsibility (volunteer help may be welcome)'''
#Monitoring and archiving media '''-staff responsibility (volunteer help may be welcome)'''
#Maintain EBC Library/bookshelves '''-volunteer (this may be Micah's pet project)'''
#Some data entry, collection of photos for EBC use. '''-volunteer in cooperation with staff'''
#Audit IPv6 compliance. '''-fine as a pet project, below board level'''
#Audit bandwidth usage as needed. '''-fine as a pet project, below board level'''


EBC controls the following websites:
===== Level of Authority =====
*[http://EdmontonBikes.ca/ http://EdmontonBikes.ca/] The main Edmonton Bicycle Commuters website/portal.
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.'''
*[http://CycleEdmonton.ca/ http://CycleEdmonton.ca/] A non-partisan advocacy page.
Decisions involving a significant new financial cost or liability to EBC must first be recommended to the board for approval.
*[http://DingDing.ca/ http://DingDing.ca/] Promotional website. Initial AD campaign donated by [http://DDB.com/ DDB]
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.'''


Do we want to make Mobile/low-bandwidth versions of the above pages? Will these be generated automatically from the same content as the main page?
===== Reporting Relationship =====
The chair of the committee shall submit written reports to the board prior to each board meeting.


We should keep a list of websites we really should be linking too, especially if a cross-promotion agreement was agreed to.
==== Composition and Appointments ====
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.


====Social Media Used by EBC====
==== Meetings ====
At least once every 2 months.


EBC has always made extensive use of social media. It is how we get our message out on such a low advertising budget.
==== Resources ====
===== Financial =====
This committee may spend up to $300/yr on infrastructure. Any larger expenses must be approved by the board and should be properly ammortized. This committee's activities may affect the following budget items:
*$210/yr for hosting
*$50/yr for domain names
*$1600/yr for phone and Internet access (two locations)
*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.


=====Information Tables=====
'''--This stuff is already part of our operational budget. The committee as such should require no financial resources.'''
During the summer, we try to maintain a presence at many festivals and events. Information tables typically include the following media:
*Banners with our name, logo. We also have a banner briefly describing what we do (the stand is broken for that one).
*Glossy Brochures describing what we do, and including a registration form. (expensive)
*Business Cards with our contact information. (website/e-mail address and Bikeworks Address/phone number)
*[http://www.edmonton.ca/transportation/cycling_walking/bike-map.aspx Cycle Edmonton] Bike maps. This year they were kind of out-of date. It appears the City is in the process of developing a new, streamlined map.
*[http://www.edmonton.ca/transportation/ets/bikes-on-ets.aspx Bikes on Buses] Brochures from ETS.
*Several issues of [http://momentumplanet.com/ Momentum Maganzine].
*EBC Badges (for sale)
*On occasion we stuck "complements of EBC" stickers on the Cycle Edmonton Map.
*This summer we also offered free minor bike tune-ups at some events. Major repairs should be referred to Bikeworks or a commercial bike shop.


=====Newsletters=====
===== Staff =====
In the past, we mailed out paper newsletters. These were canceled in an aborted attempt to move to a "newspaper" format. In recent years, the mail-out happened bi-annually.
Volunteers to do:
* web development
* systems analysis
* data entry
* IT support
* statistics
* security analysis


Currently, we send out newsletters by e-mail monthly. As of November 17, 2010, we started using [http://www.mailchimp.com/ MailChimp]. The November, 2010 e-mail included [http://www.glockeasymail.com/tracking-links-reduce-click-rate/ link tracking] and a [http://en.wikipedia.org/wiki/Web_bug web bug]. This was so MailChimp could provide lots of fancy charts.
'''--That would be great, but this is all operational, so they'd be working for staff, not for a committee of the board.'''


The December newsletter dropped the one-pixel web bug and moved to a different, more transparent kind of tracking link. The string "<small>?utm_source=EBC+Newsletter&utm_campaign=9b7fe86a0c-&utm_medium=email</small>" is appended to all of the urls. That string will show up in the server logs of servers controlled by EBC and third-parties alike. PHP and CGI scripts not expecting that string should ignore those fields if properly written. It appears that string does not store enough information for per-user tracking. On the other hand, the 25 digit hex string stored in the image urls does appear to store enough information for per-user tracking. Readers can be assured that it is not tracking them specifically since the string "<small>90810127c168b11d15b5444f4</small>" is only used to identify images from EBC. The number of opens (assuming the display of images) can still be counted.
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).


=====Event Participation=====
==== Specific Annual Objectives ====
Sometimes we participate in an event or put one on ourselves to raise awareness about our organization.
The above list may be too long and general. Things to be accomplished by the AGM should be listed here
*We are an active participant in the [http://www.bikeology.ca/ Bikeology Festival]
===== Document the establishment of BikeWorks north =====
*We usually have a "flotilla" of bicycles during the Silly Summer Parade put on by the [http://www.oldstrathconafoundation.ca/ Old Strathcona Foundation].
By August 31, 2012, the IMC will have added information about setting up the second location to:
*At the 2010 [http://www.efmf.ab.ca/ folk fest] we attached handbills to bikes in the area. We noted grievous repairs needed at that time (The was a checklist on the handbill).
http://www.bikecollectives.org/wiki/index.php?title=Bike_Collective_Starter_Kit
*Currently, we are [http://edmontonbikes.ca/calendar/more/call_for_bike_art_submissions/ asking for bike art submission] by distributing hand-bills at various events folk-artists are likely to attend. Events we would still like to visit in the next two weeks (Early Dec, 2010) include the [http://www.city-market.ca/marketnews.html City Centre Winter Market] In Churchill square and [http://www.worldofcrafts.ca/ Butterdome Craft Fair] at the UofA.
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


=====DingDing.ca stunts=====
===== Document where information is stored =====
In addition to the Web design, the DingDing.ca campaign included:
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.
*A picnic set up at events featuring a lone bike sporting a DingDing.ca sign.
*Buttons including white "DING DING ca" and green "Ring my bell. <small>dingding.ca</small>"
*Plain white business card with a cryptic phrase like "Zero Interest in speed dating," with a dingding.ca mention.
*Plain white T-shirts with a saucy message, and link. I think "Ring my bell" was the most tame, but I don't recall the others.


=====Facebook=====
===== Website redesign =====
EBC has a [http://www.facebook.com/group.php?gid=50755059533 Facebook page].
The web redesign is making progress, and should be done before the AGM.


=====Twitter=====
==== Reports and Target Dates ====
EBC has a [http://twitter.com/edmontonbicycle Twitter feed].
Report detailing activity over the year should be available 1 month ahead of AGM (fall).


=====Google Apps=====
*Currently, EBC has a public [http://www.google.com/calendar/embed?src=gihi04b46h52359ftktgkt5qho%40group.calendar.google.com&ctz=America/Denver Google Calendar].
*EBC has the following public mailing lists/google groups:
**[http://groups.google.com/group/ebc-members EBC Members] Low-volume mailing list
*EBC has the following private mailing lists (aliases are @thisdomain.ca):
**[http://groups.google.com/group/ebc-core EBC Core] Higher volume mailing list; receives inquiries from the public as well (alias: info). Keep in mind only designated people and the president or vice-president of EBC should respond directly to such inquiries. Discussion on the list is still valuable and encouraged. See the [[Official Spokesperson Policy]] for more information.
**[http://groups.google.com/group/ebc-board EBC Board] mailing list for board members. (Alias: ebc-board)
**[http://groups.google.com/group/ebc-employees EBC Employees] mailing list for staff members. (Alias: ebc-employees)
**[http://groups.google.com/group/ebc-advocacy EBC Advocacy] mailing list for the advocacy committee. (Alias: ebc-advocacy)
*EBC also uses some Google apps internally.


====Broadcast media====
==== Review and Evaluation Process ====
Broadcast media used by EBC includes:
The committee will rely on reports for evaluation at this time.
*Posters used to advertise events and workshops.
The 'Key Duties and Responsibilities' should be reviewed anually for relevance.
*An [http://feeds2.feedburner.com/edmontonbikes RSS feed].
*The DingDing.campaign was supposed to include some Ad-buys sponsored by ddb.


====Wiki Maintenance====
==== Approval Date and Review Date ====
Does the Official Spokesperson policy apply to this as well?
* When was this TOR approved by the board?


===Point of sales===
=== Meeting Minutes ===
 
*
==Terms of Reference==
 
==Meetings==

Latest revision as of 06:28, 6 January 2014

Note: 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 here.

DRAFT

Information Management Committee 2011-2012

  • Chair: James Phillips
  • Members:
    • (your name here)
    • (call today!)

Topics of focus

  • Document where and how data is stored in the organization
  • Plan data retention and security
  • Maintenance of EBC's IT infrastructure.
  • Network with other organizations experiencing similar challenges

Terms of Reference

General Purpose

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 committee must not overlook Free and Open Source Software (FOSS ), nor open data formats. 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

  1. Selection and maintenance of computer equipment used by EBC. -staff responsibility
  2. Selection and maintenance of paper/microfiche handing equipment. -staff responsibility
  3. Selection and maintenance of software used by EBC. -staff responsibility
  4. 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
  5. Developing a security policy for access to sensitive documents, taking into account Board turn-over. -yes, this is policy:)
  6. Develop a data archival and destruction policy. Automate as much as is practical. -yes, this is policy:)
  7. 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
  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. -this is a potential implication of working on any problem.
  9. Work with other committees to help them with any data storage needs -needn't be explicit here
  10. Maintaining websites (stolenbikes, brb, cycleedmonton, edmontonbikes, ghostbikes.org, bikecollectives.org). -staff responsibility
  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?). -volunteer project in cooperation with staff, not board
  12. Document how we went about opening the second location so that others can benefit from our experience. -a volunteer project
  13. Migrating primary EBC website to new platform (Wordpress) -staff responsibility (volunteer help may be welcome, I don't know)
  14. Maintain phone and network equipment -staff responsibility (volunteer help may be welcome)
  15. Monitoring and archiving media -staff responsibility (volunteer help may be welcome)
  16. Maintain EBC Library/bookshelves -volunteer (this may be Micah's pet project)
  17. Some data entry, collection of photos for EBC use. -volunteer in cooperation with staff
  18. Audit IPv6 compliance. -fine as a pet project, below board level
  19. Audit bandwidth usage as needed. -fine as a pet project, below board level
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). --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 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

The chair of the committee shall submit written reports to the board prior to each board meeting.

Composition and Appointments

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.

Meetings

At least once every 2 months.

Resources

Financial

This committee may spend up to $300/yr on infrastructure. Any larger expenses must be approved by the board and should be properly ammortized. This committee's activities may affect the following budget items:

  • $210/yr for hosting
  • $50/yr for domain names
  • $1600/yr for phone and Internet access (two locations)
  • 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.

--This stuff is already part of our operational budget. The committee as such should require no financial resources.

Staff

Volunteers to do:

  • web development
  • systems analysis
  • data entry
  • IT support
  • statistics
  • 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).

Specific Annual Objectives

The above list may be too long and general. Things to be accomplished by the AGM should be listed here

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

Document where information is stored

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.

Website redesign

The web redesign is making progress, and should be done before the AGM.

Reports and Target Dates

Report detailing activity over the year should be available 1 month ahead of AGM (fall).


Review and Evaluation Process

The committee will rely on reports for evaluation at this time. The 'Key Duties and Responsibilities' should be reviewed anually for relevance.

Approval Date and Review Date

  • When was this TOR approved by the board?

Meeting Minutes