Google Drive for Ward Council, etc...

I would appreciate some feedback/guidance.
Our Bishopric is starting to set up Folders in Google Drive for Bishopric, PEC, and Ward Council Agendas, Notes, etc... and for tracking Callings.
I understand the benefit of convenience this presents. But Working in IT, and particularly around security, I am concerned about the the risk this represents - with potentially confidential information exposed to data analytics systems, etc...

Is there any guidance on this from the Church? Recommendations? Thoughts?

Thanks in advance.

The best I can do is Meetinghouse Technology Policy 4.9.4:
"The use of cloud-based services for storing and/or backing up MLS or any membership related data is prohibited."

The Policies and Guidelines for Computers Used by Clerks for Church Record Keeping (2009) says
"The MLS database is stored on the computer’s hard drive. Other confidential files should not be stored on the hard drive. They should be saved on external media and locked in storage when not in use."

From what I'm hearing here, other units are using things like Google drive to store the agenda, but keeping member's names out of the agenda.

That was actually very helpful! Thanks!

What did you decide you would use Google Drive for?
Are you still using it, but with limited information?
I am interested in whether people deem agenda's and minutes as "membership related data".

sweyland wrote:I am interested in whether people deem agenda's and minutes as "membership related data".

I would imagine it depends on what's in it. It's possible to write an agenda with no names or stats at all. Minutes might be a little more difficult.

sweyland wrote:What did you decide you would use Google Drive for?
Are you still using it, but with limited information?
I am interested in whether people deem agenda's and minutes as "membership related data".

We would never put minutes on such a drive. And since we have more specific agendas that also include names, we do not put them there, either.

As a side note from my experience: Google Drive is very helpful for wards and stake councils and I would recommend adopting it or another cloud service – several things can be stored there that don't include membership-related data:
– Training documents for callings
– Blank forms
– Ward/stake goals documents
– Ward maps and schedules
– Family History initiatives

There are a huge number of applications that can be beneficial to many church councils. We use it for Stake PEC Agenda where the Presidency add items and the High Council may also add items as well as giving reports and asking questions. All to help the those attending PEC to be more prepared. No different for our Branch.

The main consideration for usage is that the sharing privileges are correctly set. We would never consider using a public link, the sharing is always for specific people i.e. the Stake Presidency members and exec and the high councillors. Or Branch presidency and Branch council depending on the function.

I believe when the security for access is correctly set, it would be as secure as any other system, probably more so, because Google has an extreme interest in ensuring their systems follow best practices.

Here is an example of a simple use case

The branch presidency maintain a spreadsheet of sacrament topics for the year. They put in the main topic plus speakers. Only the presidency have access. However the Music director has access to a separate spreadsheet which replicates all the Sundays and the main topics (not the speakers). The Music director can then enter the various hymns and other musical items which automatically appear on the presidencies spreadsheet. This encourages participation from the music director.

I think there are many opportunities for the use of this technology, and sharing ideas, concerns and solutions will really benefit the work.

I'm speaking from an international perspective (NZ), it may be different from a North American (Utah) perspective?

Google Drive is very helpful for wards and stake councils. I’m wondering if the church has any plans of developing a similar cloud service for wards and shakes to use??? There are several things that can be stored and shared there that don't include membership-related data.

Reading this thread it sounds like minutes are different/more specific than in our ward. I have received instruction from the Bishop to keep names out of the minutes. He does not want anything with names being emailed because accidents can and do happen and it might get forwarded to someone who knows someone who may say something and offend. If specific action needs to be taken regarding a specific person, then the aux head or Bishopric member involved will take note themselves. I am to note general topics of discussions and decisions that are made as well as actions. It takes some thought but these things can be noted in a way that doesn't involve names.