| The top level of access is provided to the Administrator of the Portal. This person will be given designated authority by the Chair. There can be more than one Administrator if required or preferred. The role of the Administrator/s is to have overall responsibility for the portal. They also assign controlled access (permissions) to those using the portal. Each committee will need to identify what access is given to whom. |
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Oyoi is divided into sections so that information can be accessed quickly, yet securely. The sections are logically grouped with several options available – either by subject matter or by year; the choice is made by each committee to best suit their particular needs. Examples of sections include
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| It’s really a choice for the committee to make collectively. Some documents should be kept for long periods and other documents kept for shorter periods. For example, some legal documents should be retained indefinitely. Financial records need to be kept for seven years. AGM minutes and other information covered by relevant Acts will have specific retention periods also. |
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The sections will be predefined by each committee and set up on the portal, so all that is required by the administrator is to upload the files from their computer to the cloud-based portal. It is recommended to start in the present and work backwards until all the info has been transferred across. The time that this takes depends on the size of the organisation/committee, where the files currently reside (in one place or across several people), and what state they are in. If the files are set up with accurate and logical file names, the data transfer should be easy to manage. Some file names might need to be edited to provide consistency and logic - we can help you with this if required. |
| Once the portal has been set up it will need to be maintained. It is suggested after each event/activity (for example meetings, reports, budgets etc) a final version of any documents that are produced, accepted and distributed are added to the portal by the Administrator. This should take less than an hour per month, depending on the amount of activity. |
| Oyoi was created with simplicity and logic in mind, so it is easy to use by anyone who has basic computer skills. Help is provided through online help files, some initial training (if required), but if all else fails, support is just a phone call away and is provided by friendly locals in your own time zone. |