Policy and Procedures: Web Administration


Jan 2013


Administration 006


HKVCA Web Administration and Development


To detail the responsibilities related to maintenance and development of HKVCA web sites.




Much of HKVCA's "corporate knowledge" and historical documents are now contained within our various web sites.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 staff.

The BOD will appoint the HKVCA Webmaster by a formal vote within a meeting.



Responsible to the BOD for overall layout, performance and availability of all HKVCA web sites.

  1. 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.
  2. 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.
  3. Ensure that site backups are done on a regular basis, in particular following major web content or structure changes.
  4. Establish the online "look and feel" of all HKVCA webs in accordance with accepted web standards, and ensure that all webs conform.
  5. Inform our users via the site's main home page of scheduled outages, and email the BOD the same information.
  6. 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.
  7. With web admins, 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.
  8. Promptly respond to, or forward email correspondence generated by visitors to the sites.
  9. Provide a web publishing environment that is conducive to authorized authors or web admins updating web page content directly.
  10. Monitor our domain name and take appropriate steps to renew it. Ensure the Treasurer possesses a record and receipt.
  11. 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.
  12. Where feasible, provide access to social media as an additional tool in sharing information.
  13. Appoint and train web administrators.

Web Administrators

As directed by the Webmaster, administer one or more HKVCA web sites, specifically:

  1. Monitor the site(s) for availability and report problems.
  2. Work with site authors to keep content current and within approved layouts.
  3. Ensure that the authorized "look and feel" of the site(s) is maintained.
  4. Recommend improvements to the Webmaster.

Availability of Webmaster and Administrators

Consistent availability of the HKVCA sites is critical to the HKVCA mission, therefore as a courtesy the Webmaster will communicate with the President when he/she will not be available for periods of over 48 hours. Web Admins will inform the Webmaster in a similar fashion.

Accessibility and Security

The Webmaster will possess:

  1. Username and password for the hosting company control panel used to administer the various sites.
  2. Username and password for edit access to all websites.
  3. Administrator's username and password for all forums, chat rooms, etc.
  4. Username and password for the hosting company help desk.
  5. Username and password for the Domain registrar for our domain: hkvca.ca

Web Admins will possess credentials needed for admin access to the web site(s) for which they are responsible, and will not share this information unless specifically authorized by the Webmaster.

The above information will also be held by the President.


President: ___________________
Carol Hadley
Date: __________

Secretary: ___________________
Jim Trick
Date: __________

Record of Revisions

Rev # Date Change Description Approval Method Reference Remarks
0 7 Sep 06 Initial version Special BOD Online Meeting of 7 Sep 06 Minutes 7 Sep '06 Signed copy dated: 24 Apr '07
1 Jan '13 Rewrite BOD Online Meeting of 23 Jan '13 Minutes