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Conservation Committee authorizes shared digital archive to preserve documents
Summary
Committee voted to create a shared Google Drive to centralize committee records and improve searchability; members agreed to pilot the drive, address Brown Act access concerns, and develop file‑naming conventions and access rules.
The Conservation Committee voted to authorize a shared Google Drive to centralize committee documents, past minutes, exhibits and other archival material to make institutional knowledge findable and to ease onboarding for new volunteers.
Chris Morris presented the proposal, which calls for a cloud-based drive with read-only access for general committee members, protected subfolders for active subcommittees, two administrative accounts for continuity, and a small pilot group to test structure, naming conventions and access controls. Members raised Brown Act concerns and agreed the drive will be configured to avoid impermissible group collaboration (it will be a repository rather than a discussion platform) and that working files for active subcommittees could be restricted appropriately.
Committee members also offered to help digitize older paper archives. After discussion, a member moved and seconded a motion to authorize the setup as presented; the motion carried by voice vote. Chris will set up the pilot drive, recruit volunteers for testing, and prepare short tutorials for users.
