Procedure 11: Information security and document storage

I. PURPOSE

Ensure that important information and documents of the Club are properly stored, protecting privacy, reputation and operational efficiency. Avoid loss, disclosure or misuse of information.

II. SCOPE OF APPLICATION

Applicable to all members, especially the Departments: Communications, Finance, External Affairs, Secretary, Coordinator.

III. TYPES OF DOCUMENTS THAT NEED TO BE CONFIDENTIAL

• Member information: Full name, phone number, email, health status, family circumstances (if any).
• Finance: Income and expenditure records, documents, statements, fundraising files.
• Internal plans: Unpublished ideas, operational strategies, unpublished meeting content.
• Ongoing projects: Sponsor name, location, recipients, survey data.
• Uncensored image and video records.

IV. STORAGE & SECURITY PROCESS

• Clearly divide folders by topic and time.
• Set access rights by level:
• Only the Chairman, Secretary or Coordinator is granted editing rights.
• Members are allowed to share the view if approved.
• Log access & edit if the document is important.
• Regular backup (printed + digital).
• Absolutely do not save club documents on personal accounts.

V. WARNINGS AND INTERNAL EDUCATION

1. Costly management - need responsible people

• If there is no President / Coordinator / Secretary in charge, it is easy to "save for the sake of it".
• It is easy to forget to update access logs, easy to duplicate files or lose files if not classified closely.

2. It is easy to develop a "hide-it-away" mentality if the purpose is not clearly understood

Some of you will think: "why keep it all confidential?", "why are you afraid to make it public?"
→ It is necessary to educate internally that confidentiality is not for hiding, but for protecting and handling it properly.

3. Must build new habits in students

• Students are used to "sharing freely" → now require saving files with the correct name, correct folder, reporting to the person in charge → need time for training.
• The Communications – Finance – External Affairs Department must learn how to protect data, do not use personal accounts to save Club documents.

4. Risks of technology dependence (if using Google Drive or App)

• If there is no network connection – or loss of access to Drive – data can be paralyzed.
• Regular backups are required and someone must keep a hard copy when absolutely necessary.

VI. PERSON IN CHARGE

• Club President
• Secretary
• Coordinator