What the staff console holds
In plain wordsTechnical detail
| What | Why | Who can see it | Kept for | Retention schedule |
|---|---|---|---|---|
| Console accountsAlso about people who are not members | A staff person's agreement reference, their console settings and when they were last at the desk, so that nobody works here unpaid and unseen urgent work is noticed. | Staff | 3 years after access ends. | Not listed yet |
| Staff notes about a member | Staff-written facts about a member, for continuity between cases. Never shown to the member; produced by hand, redacted, when a request calls for it. | Staff | 730 days from writing, or until the account is erased. | Not listed yet |
| Titles the editor signed for you | What the editor signed for whom: the basis of a title granted from typed evidence. | You, anyone and staff | While the title stands; 3 years after withdrawal. The sentence is blanked when the account is erased. | Not listed yet |
| Colleges people asked us to addAlso about people who are not members | A college someone asked us to add: its name as typed and the ending of its addresses, with how many people asked. The people are in staff_school_askers; this row holds no address and no network data. | Staff | The name is blanked when the request is decided; the row is kept 12 months. | Row K8 |
| Your request to add a collegeAlso about people who are not members | Someone who asked us to add their college: their email, the college's name, the city and state they typed and an optional note, so a person can look at the request and write to them once if it is added. No network data. Only staff see it. | Staff | Until the request is answered: deleted when it is declined, closed as already listed or lapses after 60 days. When the college is added the row stays only until the email 'Your college is on Tillyard now' has gone, at most 14 days. | Row K10 |
| Requests about your dataAlso about people who are not members | Showing that a request about someone's data was handled: who asked in a few words, the member it concerns, and what was done. | You and staff | 3 years after closing. | Not listed yet |
| Upkeep duties doneAlso about people who are not members | Which staff person did which upkeep duty and when. | Staff | 3 years. | Not listed yet |
| Console setup codesAlso about people who are not members | A one-time code the owner gives a console account for its first sign-in while the site cannot send email: only a keyed hash of the code, who it is for and who made it. | Staff | Until it is used or replaced, or 7 days. | Not listed yet |
| Timed switchesAlso about people who are not members | Which staff person set a switch to turn back by itself. | Staff | Until the switch turns back. | Not listed yet |
| Trustees' officesAlso about people who are not members | Which trustee holds which office (secretary, treasurer, trustee), so each can do what the regulations give that office and nothing more. | Staff | While the trustee holds the office; the log keeps who held it. | Not listed yet |
| Board meetingsAlso about people who are not members | The board's meetings: the day, where, how notice was given and the names of guests who were there. | Staff | Permanent, with the minutes (the board's document retention policy). | Not listed yet |
| Who was at board meetingsAlso about people who are not members | Which trustees were at a meeting, to show a quorum. | Staff | Permanent, with the minutes. | Not listed yet |
| Board minutesAlso about people who are not members | The minutes of each meeting, every version, as typed words or a PDF, with what was frozen when each was approved. | Staff | Permanent (Ohio requires minutes, R.C. 1702.15). | Not listed yet |
| Board resolutionsAlso about people who are not members | The matters the board voted on, who moved and who seconded. | Staff | Permanent, with the minutes. | Not listed yet |
| Board votesAlso about people who are not members | How each trustee voted, or that they stepped out for the matter. | Staff | Permanent, with the minutes. | Not listed yet |
| Conflicts declared at meetingsAlso about people who are not members | An interest a trustee declared at a meeting, and whether they stepped out. | Staff | Permanent, with the minutes. | Not listed yet |
| Board documentsAlso about people who are not members | The board's documents shelf: the articles, the regulations, policies, the EIN and IRS letters, insurance. The files are in private storage. | Staff | Permanent for governing documents and insurance policies; the others as the board's document retention policy says. Nothing is deleted by the site. | Not listed yet |
| Trustees' conflict-of-interest statementsAlso about people who are not members | Each trustee's signed yearly conflict-of-interest statement: the answers about their interests, the typed name and the drawn signature. | Staff | Seven years after the year it covers. The board removes it by its routine; the site does not delete it by itself yet. | Not listed yet |
| Board expensesAlso about people who are not members | What the board spent: to whom, for what, who recorded and who approved, with the receipt in private storage. | Staff | Seven years (receipts, invoices and expense reports). The board removes it by its routine; the site does not delete it by itself yet. | Not listed yet |
| Expense approvalsAlso about people who are not members | Which trustees approved an expense, and when. | Staff | Seven years, with the expense. | Not listed yet |
| Gifts receivedAlso about people who are not members | Gifts that came in, with the donor's name as given (or none), so each can be thanked in writing and counted. No address or payment detail. | Staff | Seven years after the gift. The board removes it by its routine; the site does not delete it by itself yet. | Not listed yet |
| Treasurer's monthly reviewsAlso about people who are not members | The treasurer's signed monthly review of the bank statement and the expense log. | Staff | Seven years. The board removes it by its routine; the site does not delete it by itself yet. | Not listed yet |