Ad Hoc Technical Committee

I am excited to invite you to the Tech Ad-Hoc Committee. This committee aims to address and manage various technical needs within Virtual Region, ensuring our technology remains efficient and our data remains safe.

As a member, you will have the opportunity to:

Provide technical support and resolve hardware/software issues.
Maintain and enhance our website’s technical aspects.
Support the webmaster(s) and digital committee
Administer and manage Zoom meetings, webinars, and cloud storage.
Oversee mailing list management, including automation and constant contact.
Set up and maintain databases and administer password management apps.
Work with the data coordinator to develop and maintain privacy data records.
Work with the data coordinator on proper passwords protection.
Work with Data, Convention, Digital, Board, and other committees to capture and manage data for events like assemblies, conventions, and workshops.
Implement and manage data storage and backup procedures.
Google services, including email setup, maintenance, and training.
Set up and delete WhatsApp groups for various teams and projects.
Documentation of all procedures.
Provide Training in areas where tech expertise is needed.

For more information email techcoordinator@oavirtualregion9.org

Call for Service Volunteers:

Both the Data Protection Committee and their sub-committee the Technical Committee need service volunteers. Please consider if you could help with these open positions:

Data Protection Committee Chair: We are in need of someone to steer the committee.

You can see what projects we are currently working on here: https://oavirtualregion.org/data-protection-committee/ Training will be provided if needed. We would welcome someone with passion and leadership skills to join us.

Technological Committee Chair: This newly formed but very vital committee needs a leader.

See what projects the committee is working on now here: https://oavirtualregion.org/ad-hoc-technical-committee/

Note: These two committee chairs will work together on any overlapping projects.

Tech Roles: Please consider joining us if you have these skills. These are of vital importance to the smooth running of the Virtual Region. Click on links for details.

Questions or need more info, please contact: data@oavirtualregion.org

Data Management Administrator

Data Management

Be aware of Data Protection Policies as they pertain to databases and Integration with forms.

Design and implement databases that are secure and reliable.

Integrate databases with other systems to ensure seamless data flow.

Ensure users have secure and easy access to necessary access permissions.

Data Capture for Events (Assemblies, Conventions, Workshops)

Develop procedures for capturing attendee and service volunteer data.

Ensure data is accurately collected and stored.

- Ensure data collection and storage comply with organizational access policies.

One to two hours a week on average with intense periods around Assemblies and Convention.

Note the databases we currently use are: Service volunteers, committees, assemblies, convention, workshop, step studies, interpreters. We can supply an example on request.

Google Drive and Cloud Administrator

Drive Administration

Manage Google Admin Console.

Manage access permissions of users as directed by the Data Coordinator and ensure files held in Google Drive are organised and accessible.

Implement and manage security measures for Google Drive and other cloud platforms to ensure GDPR compliance liaising with the Data Coordinator.

Email Areas:

Ensure email services are running smoothly.

Train users on email usage, features and best practices. (see policy)

Serve as backup for administration of emails (see duties in job description Google Admin Assistant ).

Distribution Lists

Manage distribution lists with automated set up for committees.

Password management

Manage applications that store and protect passwords.

Data Compliance

Manage data processing agreements to align with GDPR requirements.

Conduct regular audits to monitor GDPR compliance and data processing activities.

Maintain accurate records for compliance purposes.

Utilise Google’s additional security features to enhance GDPR readiness.

Monitor and manage third-party sub processors to ensure GDPR compliance.

WhatsApp Facilitator:

Whats App Facilitator

WhatsApp Management

- Create WhatsApp groups for various teams and projects.
- Set Up and Delete Groups as Needed (see policy document).
- Remove groups that are no longer needed, ensuring data is backed up if necessary.
- Manage and help populate the WhatsApp groups for the convention (around 90 groups).
- Training committee chairs (or other WhatsApp group admins).
- Audit long running groups (for privacy policy compliance).

Note: The Virtual Regions policy is that all WhatsApp group members have signed the Privacy Policy.