Purpose
This policy establishes a comprehensive governance framework for all digital communication channels, social media accounts, messaging platforms, email systems, official mobile numbers, and digital assets operated by Tajiks Council of Australia Inc.. It is designed to protect organisational ownership, ensure continuity, prevent misuse, and maintain professional and accountable communications.
Scope
This policy applies to all committee members, officers, volunteers, contractors, and authorised representatives who create, access, manage, or contribute to any official digital platform or communication system of the organisation.
Covered Platforms and Assets
* Facebook
* Instagram
* YouTube
* Snapchat
* TikTok
* LinkedIn
* X (formerly Twitter)
* WhatsApp
* Telegram
* Official email accounts
* Official mobile phone numbers
* Cloud storage and backups
* Any future digital platforms operated under the organisation’s name or branding
Core Governance Rules
1. Organisational Ownership
All digital accounts, communication channels, content, data, phone numbers, and credentials are the exclusive property of Tajiks Council of Australia Inc. No individual may claim personal ownership or exclusive control over any organisational asset.
2. One Official Account Per Platform
Only one official account may exist for each platform unless the Committee formally approves otherwise.
3. Official Contact Details Only
Accounts must be created using organisation-controlled email addresses and, where required, organisation-controlled mobile phone numbers.
4. Mandatory Transfer of Existing Accounts
Any account previously created using personal email addresses or personal phone numbers must be transferred to organisational control within 14 days of policy adoption.
5. Duplicate and Unauthorised Accounts
Duplicate, unofficial, or misleading accounts must be transferred or permanently closed within 48 hours of identification.
6. Seven-Year Record Retention
Digital records, including posts, videos, messages, documents, and archives, must be retained for at least seven years.
7. Backup Requirements
Regular backups must be maintained in secure, organisation-approved systems accessible only to authorised individuals.
8. No Unauthorised Deletion
No person may delete, alter, or destroy organisational digital data without formal authorisation.
9. Messaging Platform Controls
Official WhatsApp, Telegram, and similar groups must be owned by the organisation and administered by at least two authorised individuals.
10. Access Control and Security
Passwords and recovery methods must be securely stored. No single person may maintain exclusive control over credentials.
11. Removal of Access
Access must be revoked within 48 hours when an individual leaves their role or no longer requires access.
12. Acceptable Use
Digital platforms may be used only for approved organisational communication, community engagement, education, and event promotion.
13. Prohibited Use
Organisational platforms must not be used for personal promotion, private business, unrelated content, or promotion of other organisations without formal approval.
14. Promotion of External Organisations
Any promotion of another organisation requires prior approval through established governance processes.
15. Transition and Handover
When an individual leaves a role, all credentials, archives, and administrative control must be transferred immediately.
16. Emergency Recovery Powers
If access is withheld or misused, the organisation may reset passwords, recover accounts, export data, and secure all related assets.
17. Policy Breaches
Deleting records, refusing to transfer access, creating duplicate accounts, or misusing platforms constitutes a breach of this policy.
18. Corrective Actions
The organisation may remove access, recover data, issue formal notices, conduct investigations, and implement remedial controls.
19. Legal Action and Personal Liability
Where misuse causes harm or continues after warnings, the organisation may pursue legal action under applicable Australian law. Individuals may be held personally liable for resulting losses or damages.
20. Governance and Review
This policy is a controlled governance document and may be amended only following formal review and approval by the Committee.
Contact for Policy Administration
Secretary
Tajiks Council of Australia Inc.
Email: info@tajiks.org.au
Website: https://tajiks.org.au
Location: Melbourne, Victoria, Australia
Governing Law
This policy is governed by the laws of Victoria, Australia and the Commonwealth of Australia.
Document Classification: Controlled Governance Document
Version Status: Final Approved