Security Levels in DACdb

Who should be at which security levels and why?

Reproduced below is the table of System Security Levels available in the Support section of DACdb:

System Security Levels
0 – Public view There are “transactions” available to display information about the District, the Clubs and its leadership. And, individuals may “opt” to NOT display their “contact information”. General membership and contact data IS NOT AVAILABLE at this level.
1- Members
  • Maintain their OWN record
  • View all public data in Member and Club databases.
2- Committee Chairs
  • Maintain their OWN record
  • View all data in Member and Club databases
  • ADD/DELETE members to their Committee
  • Export all reports pertaining to their Committee
  • PMAIL all members of their committee
  • and, anyone on that committee can PMAIL all the members on the committee
3- Event Moderators (e.g. for District Assembly, District Conference, Foundation Seminar, and to maintain the Club Bulletins and the Calendar of Events, etc.)
  • Maintain contact data any member record pertaining to their Event
  • View all data in Member and Club databases
  • ADD/DELETE members-pertaining to their Event
  • Export all reports pertaining to their Event
  • Submit “events” to Club calendar
  • Submit “club bulletins”
  • PMAIL all their Club members
  • Upload a public club file (default)
4 – Club Officers: President, Secretary, Exec-Secretary, the CCO – Club Communications Officer, and the”-elect” officers
  • Maintain any member record in their CLUB
  • Maintain their CLUB record
  • View all data in Member and Club databases
  • ADD/DELETE members-any committee in their CLUB
  • Export all reports pertaining to their CLUB
  • Submit “events” to Club calendar
  • Submit “club bulletins”
  • PMAIL all their Club members
  • PMAIL all their “peers”, such as other Club Presidents
5- Area Assistant Governor (same as a Club Officer for THE clubs they are responsible for in their area).
  • View all data in Member and Club databases
  • Export all reports pertaining to clubs in their Area.
  • PMAIL all the Club Presidents in their Area.
6- District Officers and Data Adminstrators
  • Maintain any member record in district
  • Maintain any CLUB record (Add/Chg/Del)
  • View all data in Member and Club databases
  • ADD/DELETE members-any committee
  • Assign CLUB and CHAIRMAN security
  • Export all available reports
  • Import RI Excel database (adds “RI MemberIds” coming from the RI database synchronization)
  • PMAIL all the Club members in any club
  • PMAIL any Committee, all members

Then there is Level 7. There should normally be ONE Level 7 per District. This person is normally also called the District Communications Officer. The only difference between a Level 6 and Level 7 is that there are some District configuration items that are reserved for Security Level 7.

WHY is this so important? It really comes down to protecting your valuable personal information. The first rule of data security is to only allow people the minimum level of access required for them to do their work.

I want to call your attention to something that happens in MOST districts. It certainly has in mine. When an outstanding past club president becomes part of the District Governor train we give them Level 6 access to DACdb. This allows them to do the work needed of a future District Governor. Then, before they know it, they’re a Past District Governor. At this point in time their security level should be examined to make sure they have the level of access their role in Rotary requires. Some PDGs are involved in District activity that continues to require level 6 access, but many times when PDGs are either club officers or return to being normal club members we leave their access at level 6, when in reality the level that is most appropriate may be a level 1 or for a club officer a level 4.

Properly setting the security level of Rotarians using DACdb is in no way an indication of their status as Rotarians but should be completely related to the current role they hold in Rotary.

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