Clay Family Society, Inc.
Adopted by the Board of Directors on May 5, 2026
Last updated: April 30, 2026
The Digital Governance & Records Policy establishes principles for the stewardship of the Society’s digital assets, records, and online systems. It affirms Society ownership of digital materials, sets expectations for access control and continuity, and supports responsible protection of member data and historical records in furtherance of the Society’s educational mission.
1. Purpose
This policy establishes principles for managing the Society’s digital assets, records, and online presence. It defines system governance, records stewardship, and continuity of access for organizational assets.
2. Scope
This policy applies to:
- Websites and hosted platforms
- Digital publications and archives
- Membership and genealogical databases
- Email and collaboration systems
This policy applies to systems and organizational records, not to individual intellectual property governed under separate policy.
3. Control
Digital systems, accounts, and organizational records maintained for the Society are controlled by the Society and not by any individual officer, administrator, or contributor.
Administrative access credentials shall be documented, securely maintained, and transferred upon role changes. Access to Society systems shall be granted and revoked by the Board or its designated authority.
Access to Society systems may be granted, modified, or revoked by authorized governance bodies.
4. Access and Privacy
The Society shall:
- Restrict access based on role
- Protect member data consistent with privacy commitments
- Distinguish public, member-only, and restricted materials
- Maintain clear role-based permission structures for all systems and repositories.
Specific technical controls are operational matters and may change over time.
5. Records Retention
The Society shall retain:
- Governing documents permanently
- Financial records as required by law
- Genealogical and historical materials in a manner consistent with the Society’s educational and preservation mission and available resources
- Disposition of records shall be deliberate and documented.
Records shall be managed with reasonable care to support long-term accessibility and continuity of information.
Disposition of records shall be deliberate, documented, and approved by appropriate authority.
6. Records Management Framework
All Society records are maintained in a single canonical storage system, while the website serves solely as a structured access and presentation layer referencing those records. In cases of discrepancy, the canonical source file repository shall be treated as the system of record.
Archive Item File Management & Source Control
A. Purpose
To ensure that all digital records associated with Archive Items are:
• consistently captured
• properly curated
• securely stored
• and reliably referenced
in a manner that supports long-term preservation, editorial integrity, and evidence-based genealogical research.
B. System of Record
The Clay Family Society maintains a dual-system model:
• Google Drive serves as the secure storage repository for all source files
• WordPress (CFS CMS) serves as the authoritative, curated index and presentation layer
Published Archive Items in WordPress constitute the authoritative, curated presentation layer of the Society.
C. Intake and Submission
All new source materials must be submitted as follows:
• Files (documents, images, PDFs, etc.) shall be uploaded to the designated intake folder: 03_Archive_Items / 00_Inbox_New_Records
• A direct link to the uploaded file must be provided in the Archive Item Submission form
• Each Archive Item shall reference one primary source file
Submissions may be returned for revision or completion prior to acceptance into the archive workflow.
D. Single-Source File Standard
To maintain clarity and consistency:
• Each Archive Item must reference a single source file
• If multiple files are associated with a record, they must be:
• combined into a single PDF, or
• (in rare cases) packaged as a single compressed archival file (e.g., ZIP)
• Archive Items shall not reference folders.
E. Editorial Control and Curation
Following submission:
• The Archivist (or designated editor) shall:
• review the submission for completeness and relevance
• assign appropriate metadata
• rename the file according to Archive ID conventions
• move the file from the intake folder to its permanent location within the archive structure
• Submitters and editors shall not rename or relocate files after submission unless directed as part of the editorial process
Corrections or updates to published Archive Items must be recorded as new versions or logged revisions rather than silent replacement.
F. File Location and Organization
• The Google Drive folder structure is the authoritative organizational system for stored files
• Files shall be placed in folders aligned with:
• record type (e.g., Census, Marriage, Probate)
• geography and/or time period as applicable
• The intake folder (00_Inbox_New_Records) is temporary and shall not be used for long-term storage
G. Version Control and Duplication
• Duplicate or working copies of files may exist during submission and editorial review
• After an Archive Item has been reviewed and published:
• unnecessary duplicate or temporary files may be removed
• the curated file in its permanent archive location shall be retained as the official version
• No file associated with a published Archive Item shall be deleted without review by the Archivist or designated authority
Exceptions may be made for privacy compliance, legal requirement, or correction of materially incorrect records.
H. Link Integrity and Access
• Archive Items must reference direct file URLs, not folders or indirect links • Files must remain accessible at their referenced location; renaming or moving files outside the editorial process is prohibited
• Access level (public or members-only) shall be controlled through WordPress and, where applicable, file sharing settings
I. Roles and Responsibilities
Submitters
• Provide accurate files and links
• Follow submission instructions
• Avoid altering files after submission
Editors / Archivists
• Review, curate, and standardize records
• Maintain metadata integrity
• Ensure proper file placement and naming
CFS Board / Governance
• Establish and maintain policy oversight
• Ensure compliance with archival standards and organizational objectives
Final resolution of archival disputes or policy interpretation rests with the Board or its designated authority.
J. Guiding Principle
The Clay Family Society maintains that:
Every Archive Item represents a discrete piece of evidence and must be traceable to a clearly defined, stable, and properly curated source file.
7. Continuity and Transition
Upon officer or webmaster transitions:
- Access credentials shall be transferred promptly
- Documentation shall be updated
- No individual may withhold Society data or systems
8. Review and Amendment
This policy shall be reviewed periodically and may be amended by the Board.