Communication Tool – Passwords

By: Becky Bolden, GFWC Communications and Public Relations Chairman

Passwords are used with social media accounts, bank accounts, websites, emails, PayPal, Zoom, Canva, YouTube, Photo Circle, and many more.  It is important to have a written policy on the storage of these passwords and a transition plan to the next administration because these passwords belong to your GFWC club, not to any club member.    

The best practices for your club’s IT policy start with mentoring the current and next administration on their role and responsibilities regarding communication tools.  One recommendation is to have a club email account versus using personal email accounts.  This benefits your club with a professional look, it allows printed club materials to have a consistent email, and it allows for transition to the next administration. 

Methods to store your club passwords include electronic applications that store your passwords in an encrypted vault, accessible only with your master password.  Some of the electronic methods require a subscription, and others are free or discounted for non-profit organizations.  Other alternative methods of storing passwords are Google Sheets or Docs, an Excel spreadsheet, a club laptop, a thumb drive, and keeping them on paper.  Having the information documented is the most critical part!!!

Information to include when storing passwords is the name of the account, the purpose of the account, the URL, the username, the Password, the security questions, the name and phone number associated with the account, the Last changed date, and any other pertinent Information.

When creating passwords, use a combination of letters, numbers, and symbols.  Always include a capital letter.  Try not to use names and recognizable words.  Phrases without spaces work if you include capital letters and numbers.  Notify all applicable parties if there are changes.  Security features such as two-factor authentication and encryption are essential in today’s world of scammers.  Electronic storage of passwords allows syncing across multiple devices, and a master password to the storage software versus numerous passwords.

Another aspect is who controls the passwords for your club.  The President, 1st VP or President-elect, and CPR chairman are usually good choices.  A recovery email and phone number are usually required when setting up accounts.  The email should be the Club email account, so it is transitioned between administrations.  The club treasurer should have access to the bank accounts in addition to the club’s 1st VP or President-elect.  It is important to change the passwords at the beginning of each administration.  In addition, the previous users are changed to the current ones.

A club Google Drive is recommended for not only storing passwords, but also club history, reports, meeting agendas, important documentation such as incorporation papers, 501c3 paperwork, licenses, etc.  It is easily shared with various groups and has editing ability.

It is important to include an IT policy in your Standing Rules.  The language should include who has access, the procedure of transitioning between administrations, and the policy of storing club passwords and club documents. 

Please note that these recommendations apply to GFWC clubs, states, districts, and regions.  In summary, whatever method you choose, have a plan, and follow it.