Database Issues
February 4, 1999

A Quick overview:

We have discussed the value of putting the readership database on a server which would be web-accessible.  This project was first put forth as a proposal by Mo Siegel and Robert Burns.  Since that time much of the technical work has been done to make this possible.  We now have a server dedicated to database projects which is running SQL Server software.  We have people working with the website group who are ready to do the necessary programming.  Before this can be done, there are several issues which the group should consider.  These primarily relate to security and privacy issues and will be outlined below.

The primary issues are:

1. Who can have access to this database and for what purpose?

2. We need a clearly stated privacy policy.

3. What is the range of information that we want to keep on readers?

The proposed design is for a readership database which would incorporate not only the current Fellowship database, but reader databases maintained by regional Societies as well.  Names and addresses can be added from a variety of sources -- local Societies, web references, Expo inquiries, conference registrants, etc. The objective is to have one central database with internal mechanisms to prevent duplicate records.

What information do we want to store about individuals on the mailing list?  Examples include contributions, conferences attended, offices held in the organization, etc.

We need a formal privacy policy and it needs to be available to the readership -- what are we going to do with their information; for what purposes will it be used?

What categories of information access do we want to create?  Individuals needing a mailing list for a Society mailing should not necessarily have access to financial information.

Who can have access to mailing labels?  Societies only?  Other reader organizations?  We need to review and update our mailing list access policy. Do we want to continue with a policy which has a central office create and send out labels for a one-time mailing?

Can society officers have access to names and addresses of people in their geographic regions?  Can they freely print out mailing labels?  What level of access should be granted to Executive Committee members and Councilors?

Input -- can we encourage input and updating of records by local societies in return for maintenance and access?

Internal uses: We can provide web-based spreadsheets for committee accounting and recordkeeping.  If the office uses a spreadsheet to keep track of committee budgets, reports from this system can be regularly published to the web server and made available to anyone with the appropriate security clearance.  We should be able to monitor the financial condition of the organization fairly closely if we implement this.

Data mining: If we evolve procedures for good electronic recordkeeping, over time we will develop an information resource which can be used to discover trends and problems.  We can develop demographic data on the participating readership which may be helpful in structuring programs to reach potential new readers.  These are just a few of the things which a well-maintained data resource could provide.