Information Management Committee: Difference between revisions
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=== Meetings === | === Meetings === | ||
Revision as of 05:07, 10 November 2011
Information Management Committee 2010-2011
- Chair: Chris
- James
- Brett
- Monica
- Olivier
- Axel
Topics of Focus
- membership database
- maintain archives and file security
- integration of website, google calendar/docs, facebook, twitter, other community calendars/social networks
- wiki maintenance
- migrate mailing list
- point of sales
Membership Database
Migrate Mailing list
Archives and File Security
Nothing to put here at the moment except a link to the Document Storage Policy.
Websites and Social Media Integration
Websites controlled by EBC
EBC controls the following websites:
- http://EdmontonBikes.ca/ The main Edmonton Bicycle Commuters website/portal.
- http://CycleEdmonton.ca/ A non-partisan advocacy page.
- http://DingDing.ca/ Promotional website. Initial AD campaign donated by DDB
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?
We should keep a list of websites we really should be linking too, especially if a cross-promotion agreement was agreed to.
Social Media Used by EBC
EBC has always made extensive use of social media. It is how we get our message out on such a low advertising budget.
Information Tables
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)
- 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 This year they were kind of out-of date.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.
- Bikes on Buses Brochures from ETS.
- Several issues of 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
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.
Currently, we send out newsletters by e-mail monthly. As of November 17, 2010, we started using MailChimp. The November, 2010 e-mail included link tracking and a web bug. This was so MailChimp could provide lots of fancy charts.
The December newsletter dropped the one-pixel web bug and moved to a different, more transparent kind of tracking link. The string "?utm_source=EBC+Newsletter&utm_campaign=9b7fe86a0c-&utm_medium=email" 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 "90810127c168b11d15b5444f4" is only used to identify images from EBC. The number of opens (assuming the display of images) can still be counted.
Event Participation
Sometimes we participate in an event or put one on ourselves to raise awareness about our organization.
- We are an active participant in the Bikeology Festival
- We usually have a "flotilla" of bicycles during the Silly Summer Parade put on by the Old Strathcona Foundation.
- At the 2010 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).
- Currently, we are 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 City Centre Winter Market In Churchill square and Butterdome Craft Fair at the UofA.
DingDing.ca stunts
In addition to the Web design, the DingDing.ca campaign included:
- 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. dingding.ca"
- 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.
EBC has a Facebook Group which is now depricated; though many are still subscribed.
EBC has a Facebook fan page which is better suited for larger organizations, but does not allow you to push event notices.
EBC also has a Facebook Person to do things that a fan page can't.
EBC has a Twitter feed.
Google Apps
- Currently, EBC has a public Google Calendar.
- EBC has the following public mailing lists/google groups:
- EBC Members Low-volume mailing list
- EBC has the following private mailing lists (aliases are @thisdomain.ca):
- EBC Advocacy mailing list for the advocacy committee. (Alias: ebc-advocacy)
- EBC BikeWorks mainly BikeWorks Volunteers. (Alias ebc-bikeworks)
- EBC Board mailing list for board members. (Alias: ebc-board)
- 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.
- EBC Employees mailing list for staff members. (Alias: ebc-employees)
- EBC Volunteers includes anyone who checks off that they are interested in volunteering on their membership registration (some have done the basic orientation, some have not). Generally used to send out volunteer opportunities. (Alias: ebc-volunteers)
- EBC also uses some Google apps internally.
Broadcast media
Broadcast media used by EBC includes:
- Posters used to advertise events and workshops.
- An RSS feed.
- The DingDing.campaign was supposed to include some Ad-buys sponsored by ddb.
Wiki Maintenance
Does the Official Spokesperson policy apply to this as well?
Point of sales
Terms of Reference
General Purpose
To manage the technical infrastructure for EBC, enabling non-technical users to fully-utilize our resources and manage information. This includes setting up and managing physical infrastructure at BikeWorks, managing the backend of our internet presence (e.g. setting up, configuring, designing and maintaining things, but not being responsible for actual content). Specific work includes:
- selecting and deploying new technology (hardware and software)
- analyzing online security
- ensuring EBC documents (both public and private) are organized and accessible
- maintaining BikeWorks computers
- setting up remote access for financials
- setting up an online payment system for memberships
- developing and deploying new point of sales system/membership database
- migrating primary EBC website to new platform (Wordpress)
- online event registration/payment
- selecting and configuring in-house newsletter software
- maintenance of Google and social media presence
- managing EBC e-mail accounts (aliases, groups, gmail, calendar)
- "subletting" space on webhost to generate revenue
- collecting digital images for EBC use
- maintaining websites (stolenbikes, brb, cycleedmonton, edmontonbikes, ghostbikes.org, bikecollectives.org)
- analyzing data (e.g. membership data, climate data)
- some amount of data entry
- monitoring and archiving media
- manage hosting and domain names
- developing new online resources (e.g. trail condition reporting service).
- Documenting where and how information is stored in the organization.
- Audit IPv6 compliance
Key Duties and Responsibilities
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).
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.
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
$210/yr for hosting, $50/yr for domain names, $150/yr for infrastructure
Staff
Volunteers to do:
- web development
- 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).