Access to Clerk's Office

Because auxiliary leaders can use MLS to update their organization – callings, home and visiting teaching, printing rolls, etc. – is there a policy as to who can have access to the clerk's office? From what I understand, confidential paperwork is to be kept in locked places. Therefore, is it OK to give auxiliary leaders the key or code to the clerk's office so they can come and work at any time during the week? Does a clerk or bishopric member have to be present, if, say, the Relief Society secretary wants to come in and update the visiting teaching statistics mid-week?

My understanding: acceptable, yes. Required, no.

All of our auxiliary leaders have a key to the clerks office so they can come and use MLS as needed. Confidential Items and other items that need secured in the filing cabinet which only the Bishopric, Exc Sec and clerks have access to.

russellhltn wrote:My understanding: acceptable, yes. Required, no.

While it may not be required, it is necessary so auxiliary leaders can magnify their callings.

Of course the clerks could do it for them, which is what our office tries to do. We usually print out class rolls and any reports the auxiliaries would like.

We try and get the Quorums and RS to give us the VT/HT information and take care of that as well but so fare the presidents of those auxiliaries feel its just easier for them organize the routes in the computer then give us the information.

We run the other way simply because I am on overload. I try to encourage the aux to do as much as they can of the HT VT entry. If they need a key they get a key and all have the access they need to do the work.

I understand the part of keeping things locked in cabinets etc. My concern is when the R.S or Priesthood come in at their leisure they have to have a log in on mls. Even when their only given rights to access membership, there is alot of other stuff the can view such as individual ordinance summaries of any one in the ward if they desire. Those kinds of things in my mind are confidential but I see no way to deny access to them and still have access to home teaching and visiting teaching.

conan wrote:Even when their only given rights to access membership, there is alot of other stuff the can view such as individual ordinance summaries of any one in the ward if they desire. Those kinds of things in my mind are confidential but I see no way to deny access to them and still have access to home teaching and visiting teaching.

Then don't give them "View Membership" rights. In my testing, if you give them only "Organization" rights, they can do the HT/VT and see members and contact information. They can see birthdates, but not ordinance summaries.

conan wrote:My concern is when the R.S or Priesthood come in at their leisure they have to have a log in on mls.

As part of their calling they have the need and the right to have access to MLS. And it only reasonable that they have access at their leisure.

conan wrote: Even when their only given rights to access membership, there is allot of other stuff the can view such as individual ordinance summaries of any one in the ward if they desire. Those kinds of things in my mind are confidential but I see no way to deny access to them and still have access to home teaching and visiting teaching.

As Russel stated do not give them membership rights only give them organizational rights. That why they are limited on what they can do and see.

And while you updating rights for MLS logins be sure and review the rights Bishops Counselors and Ward Executive Secretary have. They also should not have full membership rights to update and review membership records. Only the Bishop and clerks have the authority to review and update membership records. See Membership Records in Handbook 1.