Sharing Reports with Auxiliary Secretaries, Counselors

Discuss questions around local unit policies for membership (creating records, transferring records, etc.) This forum should not contain specific financial or membership information.
hyattg
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Sharing Reports with Auxiliary Secretaries, Counselors

Postby hyattg » Fri Feb 03, 2012 12:55 pm

I am a assistant ward clerk for membership. Occasionally, I have auxiliary secretaries or counselors ask for information such as birthday lists, or attendance rolls. Is it good practice to send these items by e-mail; or is it better to print the info on paper and give it to the person involved directly? What about a member's IOS? Can they be sent to the member referenced in the IOS via e-mail; or is it better to give a printed copy to the member directly?

russellhltn
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Postby russellhltn » Fri Feb 03, 2012 1:54 pm

I don't know as you can get a policy that covers this. I will just point out a few things.

Generally sensitive information includes full legal name, birth date, membership number, and confirmation date. This data along with others could be used to compromise the member's identity or break into their LDS Account. Members may also be sensitive to status such as Priesthood, Endowment and current temple recommend.

Most members have a reasonable understanding of paper security. Few have a full understanding of email security. The email you may be sending to might be a husband and wife address. In which case, that report may be seen by the spouse. Also, I've seen a number of case where someone's web mail account has been hacked. Since most email accounts keep a "sent" folder, any compromise of either sender or recipient's account could be a privacy problem. You may also want to look at local laws for disclosing a data breach.

Personally, I'd think attendance rolls would be safe to use email. A birthday list (with out years/ages) might be safe, but that depends on the sensitivity of the members.

If the member requesting the IOS asks for it to be emailed to them, then it would seem to me they are giving consent. I'd be far more cautious about sending sensitive information about others via email.

That said, barring any one who can find a policy statement, it would be up to the Bishop or Stake President to decide those things.
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jdlessley
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Postby jdlessley » Fri Feb 03, 2012 2:24 pm

RussellHltn wrote:Personally, I'd think attendance rolls would be safe to use email. A birthday list (with out years/ages) might be safe, but that depends on the sensitivity of the members.
When it comes to youth data, including attendance rolls and especially birthday lists, I would not send them by e-mail.
JD Lessley
Have you tried finding your answer on the LDS.org Help Center page or the LDSTech wiki?


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