2010-11 Information Management Committee
- 1 Information Management
- 2 Topics of focus
- 3 Terms of Reference
- 3.1 General Purpose
- 3.2 Key Duties and Responsibilities
- 3.3 Composition and Appointments
- 3.4 Meetings
- 3.5 Resources
- 3.6 Specific Annual Objectives
- 3.7 Reports and Target Dates
- 3.8 Review and Evaluation Process
- 3.9 Approval Date and Review Date
- 4 Meeting Minutes
- Chair: Chris Chan
- James P
- Brett R
Wiki page: Information Management Committee
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
Terms of Reference
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 back end 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.
- 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.
At least once every 2 months.
$210/yr for hosting, $50/yr for domain names, $150/yr for infrastructure
Volunteers to do:
- web development
- systems analysis
- data entry
- IT support
- 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).