At the O&D meeting held on August 19th, the Officers and Directors approved the following policies pertaining to Emails that are sent out from the KoC Administrative Account and who are authorized to have keys to the storage rooms.
Knights of Columbus Email Communications Policy
Scope
This protocol applies to the Knights of Columbus email account (This email address is being protected from spambots. You need JavaScript enabled to view it.).
This protocol applies to Council 10208 and Assembly 2316.
Definitions
Eblast - an email message that is distributed either to a large portion of or the entire Council or Assembly.
Non-permanent email - convey information of temporary importance in lieu of oral communication. They include but are not limited to: routine correspondence, activity reports, and weekly fiscal reports.
Permanent email – includes documents that are deemed to have lasting administrative, legal, fiscal and/or historical value beyond the life of the creator. These may include but are not limited to: meeting minutes, policy statements, and end of year reports.
Email Account Management
1. The Webmaster has the primary responsibility for administration of and managing access to the email account.
2. The password for the account should be changed annually, following the installation of new officers.
3. The password and access details will be provided to the Communications Director, Technology Officer, Grand Knight, Deputy Grand Knight, Financial Secretary, Faithful Navigator, Faithful Captain and Faithful Comptroller.
4. Non-permanent mails sent or received on the Knights of Columbus email account will be archived for a period of 3 years.
5. Permanent emails sent or received on the Knights of Columbus email account will be archived forever.
Email Account Usage
1. The Knights of Columbus email account is to be used only for content related to the Knights activities.
2. The Communications Director has the primary responsibility for sending eblast messages.
3. The Technology Officer will serve as backup to the Communications Director, as necessary, for sending eblast messages.
4. The Grand Knight will review all Council eblast messages prior to distribution. The Faithful Navigator will review all Assembly eblast messages prior to distribution.
5. The Grand Knight or Faithful Navigator may choose to initiate an eblast message to their respective organization.
6. The Communications Director and Technology Officer will coordinate responses to incoming emails to the This email address is being protected from spambots. You need JavaScript enabled to view it. account, either answering directly or forwarding to the appropriate person for follow up.
7. The Communications Director and Technology Officer are responsible for the disposition (deletion, storage, etc.) of email messages in the account.
8. Blind Copy (Bcc) shall be used for emails with 8 or more recipients.
9. Refer to the accompanying Email Communications Procedure for current practices on eblast requests and approvals.
Knights of Columbus Storage Key Policy
The Warden shall control the Council’s storage keys and maintain a supply for check-out.
Eight permanent keys will remain with the following:
Warden
Grand Knight
Faithful Navigator
Deputy Grand Knight
Program Director
Membership Director
Refreshment Center Coordinator
Inside Guard
No other Knights will have a permanent key.
Knights needing a key for a specific event or responsibility will check one out from the Warden for the duration of the event or responsibility. At the end of that time, the key must be returned to the Warden.
Copies of keys shall not be made by anyone other than the Warden.
Policy approved on August 19, 2020.
If you have any questions or concerns, you can direct them to:
Murray Claassen: This email address is being protected from spambots. You need JavaScript enabled to view it.
Knights of Columbus Email Communications Policy
Scope
This protocol applies to the Knights of Columbus email account (This email address is being protected from spambots. You need JavaScript enabled to view it.).
This protocol applies to Council 10208 and Assembly 2316.
Definitions
Eblast - an email message that is distributed either to a large portion of or the entire Council or Assembly.
Non-permanent email - convey information of temporary importance in lieu of oral communication. They include but are not limited to: routine correspondence, activity reports, and weekly fiscal reports.
Permanent email – includes documents that are deemed to have lasting administrative, legal, fiscal and/or historical value beyond the life of the creator. These may include but are not limited to: meeting minutes, policy statements, and end of year reports.
Email Account Management
1. The Webmaster has the primary responsibility for administration of and managing access to the email account.
2. The password for the account should be changed annually, following the installation of new officers.
3. The password and access details will be provided to the Communications Director, Technology Officer, Grand Knight, Deputy Grand Knight, Financial Secretary, Faithful Navigator, Faithful Captain and Faithful Comptroller.
4. Non-permanent mails sent or received on the Knights of Columbus email account will be archived for a period of 3 years.
5. Permanent emails sent or received on the Knights of Columbus email account will be archived forever.
Email Account Usage
1. The Knights of Columbus email account is to be used only for content related to the Knights activities.
2. The Communications Director has the primary responsibility for sending eblast messages.
3. The Technology Officer will serve as backup to the Communications Director, as necessary, for sending eblast messages.
4. The Grand Knight will review all Council eblast messages prior to distribution. The Faithful Navigator will review all Assembly eblast messages prior to distribution.
5. The Grand Knight or Faithful Navigator may choose to initiate an eblast message to their respective organization.
6. The Communications Director and Technology Officer will coordinate responses to incoming emails to the This email address is being protected from spambots. You need JavaScript enabled to view it. account, either answering directly or forwarding to the appropriate person for follow up.
7. The Communications Director and Technology Officer are responsible for the disposition (deletion, storage, etc.) of email messages in the account.
8. Blind Copy (Bcc) shall be used for emails with 8 or more recipients.
9. Refer to the accompanying Email Communications Procedure for current practices on eblast requests and approvals.
Knights of Columbus Storage Key Policy
The Warden shall control the Council’s storage keys and maintain a supply for check-out.
Eight permanent keys will remain with the following:
Warden
Grand Knight
Faithful Navigator
Deputy Grand Knight
Program Director
Membership Director
Refreshment Center Coordinator
Inside Guard
No other Knights will have a permanent key.
Knights needing a key for a specific event or responsibility will check one out from the Warden for the duration of the event or responsibility. At the end of that time, the key must be returned to the Warden.
Copies of keys shall not be made by anyone other than the Warden.
Policy approved on August 19, 2020.
If you have any questions or concerns, you can direct them to:
Murray Claassen: This email address is being protected from spambots. You need JavaScript enabled to view it.