Resolution to Streamline Google Drive Access

Passed by membership: March 15, 2026

Whereas:

  • Chapter Google Drive access is sporadic, and mostly limited to ex-comm members with no particular policy outlining access, granting access, and general management.

  • Files on the Google Drive are useful for general membership as templates to conduct the activities of the chapter and its various committees

  • Files on the Google Drive are useful for general membership to understand history of decisions, transparency for democratic proceedings and general self-education about chapter activities

  • Lack of consistent access leads to members unable to access agendas or working documents, which often results in access being granted ad hoc by committee chairs or other document owners 

  • There is no standardized process for utilization of the security tools and access control mechanisms that do exist

  • A defined process will help members trust that any data they provide to the chapter is being handled responsibly.

  • Google Groups is a feature available in Google’s product suite that allows for access control to a controlled group of accounts, as opposed to individual direct access to files or folders

Be it resolved:

  • Levels of access shall be established as follows:

    • Public

      • This level is available to the general public without login

      • All files should be viewable only

      • This should only be used for files that will be distributed on the mailing list or social media and may need to be viewed by non-members, including:

        • GBM minutes and presentations

        • Public announcements or press releases

    • Member Access

      • This level is available to any member, and should be granted by New Membership Coordinator

      • Files available shall be viewable only, but may allow comments

      • Types of Files available shall be limited to

        • Templates

        • Proposed and Approved Resolutions

        • Graphics

        • Shared Committee Material (Public Meeting Minutes, Poli. Ed Presentations, etc.)

    • Trusted and Known Members

      • This level of access is available to known attendees upon request, with the executive committee approving requests by a 24hr slack majority vote

      • Types of Files available shall be expanded to

        • Committee Working Files

        • Non-public Committee Meeting Minutes, including Executive Committee Minutes

        • Election Results and Archives

        • Declined Resolutions

    • Executive Committee Members

      • This level of access is available only to ExComm members

      • Specific File Types that are limited to this tier of permissions shall be:

        • Finance Records

        • Membership Records

        • Grievance Records

        • Day to Day Chapter Operations Records/Guides/Info (I.E. Codes/Instructions to Storage Facility)

  • Each of these groups (except Public) shall be created in Google Groups and all sharing should be through these groups except as outlined below. All executive committee members and no others shall have access to manage group membership.

  • The Executive Committee can create more levels, or different groups by majority vote (I.E. External Labor Partners group or Electoral Partners group) for granting wider access to some files.

  • Members who have been removed following the Membership Removal process of the chapter bylaws shall also be immediately removed from all access groups.

  • Group membership must be reviewed by the executive committee at minimum of once per year, following the executive committee election.

    • Members who have not attended an RI DSA event in the past 1 year shall be removed from the Trusted group and may be removed from the Member group.

    • Lapsed Members who have not attended an RI DSA event in the past 1 year shall be removed from all tiers.

  • Minimal, direct, external access may be granted by Executive Committee members for the purposes of committee work when sharing with non members.

  • The Executive Committee shall maintain a system for scanning the drive for:

    • Files containing membership contact data and shall ensure such files are properly restricted in access and are deleted once they are no longer necessary. Full membership or attendance lists shall not be kept in the Google Drive.

    • Files or folders with direct access granted, for review by the committee, such that the direct file access can be revoked if no longer necessary, or such direct access is deemed to be a liability.