Policy and Procedures - Administration 006: HKVCA Web Administration
Introduction
Much of HKVCA's "corporate knowledge" and historical documents are
now contained within our various web sites. They constitute our
information repository that will become part of our veterans' legacy.
Our sites receive many visits each month, both from our members and
the public-at-large around the world. Availability of our webs is key,
as when our webs are unavailable, people lose confidence in us, and this
impacts on our efforts in carrying out our mission and goals.
Our webs, therefore, are a vital tool for HKVCA and we must actively
protect these assets and develop them. A key element in achieving this
are the HKVCA web administrators.
Appointment of Administrators
The BOD will appoint and relieve Administrators by a formal vote
within a meeting.
Duties of Administrators:
- Decide where the HKVCA sites will be hosted, inform the BOD of the
yearly costs, and request extra funds if required above what the BOD has
authorized. In a situation where the Administrators cannot agree on a
hosting company, the President will make the decision.
- Take all reasonable steps to ensure that the sites are available, and
if they go offline, work with the hosting company to restore normal
operation as soon as possible.
- Ensure that site backups are done on a regular basis, in particular
following major web content or structure changes.
- Inform our users via the site's main home page of scheduled outages,
and email the BOD the same information.
- Provide an online environment such as forums, chat, email forwarding,
and other services that may be requested. This function may be limited
by the services offered by the hosting company.
- Publish content promptly on behalf of the BOD, HKVCA members, and
others. Content that may be controversial or detrimental to HKVCA goals
and image will be approved by the President and BOD.
- Promptly respond to, or forward email correspondence generated by
visitors to the sites.
- Provide a web publishing environment that is conducive to authorized
authors updating web pages directly.
- Attempt to expand the web administration team so that duties can
be shared.
- Monitor our domain name and take appropriate steps to renew it.
Ensure the Treasurer possesses a record and receipt.
- Provide a web report to the BOD prior to the monthly online meeting.
Report to include major changes to the web, downtime and reason, traffic
statistics, and any future plans.
Availability of Administrators
Consistent availability of the HKVCA sites is critical to the HKVCA
mission, therefore as a courtesy administrators will communicate with
each other and the President when they will not be available for periods
of over 48 hours.
Accessibility
Each administrator will possess:
- Username and password for the hosting company control panel used to
administer the various sites.
- Username and password for edit access to all
websites.
- Administrator's username and password for all forums, chat rooms,
etc.
- Username and password for the hosting company help desk.
- Username and password for the Domain registrar for
our domain: hkvca.ca
The above information will also be held by the President.
Approval:
President: ___________________
Carol Hadley
Date: ____________________
Secretary: ___________________
Jim Trick
Date:_____________________
Record of Revisions
| 0 |
7 Sep 06 |
Initial version |
Special BOD Online Meeting of 7 Sep 06 |
Minutes 7
Sep '06 |
Signed copy dated: 24 Apr '07 |
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