Where to Find Things - Governance Quick Reference

A quick lookup for "which document covers X" - built for exactly the moment someone asks the Committee to prove or show something, and nobody has the full set of 29 governance documents memorised. This isn't a controlled document itself (no Reference, no lifecycle) - it's a signpost to the documents that are. If in doubt, REG-001 (the Document Register) is the definitive, complete list; this page is just a faster way in for common questions.

By Question

"What's our policy on member data / GDPR?" POL-001 (Data Protection Policy), POL-004 (Privacy Policy)

"How long do we keep records?" POL-007 (Records Retention Policy)

"What do we do if there's a data breach?" PROC-003 (Data Breach and Incident Response)

"How does someone request their data / exercise their rights?" PROC-004 (Data Subject Access Requests)

"What are our information security practices?" POL-002 (Information Security Policy)

"How are Committee decisions made? What's quorum?" Constitution Section 5, PROC-002 (Committee Meetings and Minutes)

"How do members join, resign, or get removed?" Constitution Section 4, PROC-007 (Membership Management)

"What's expected of members' behaviour?" POL-003 (Code of Conduct)

"What's our equality and diversity commitment?" POL-005 (Equality & Diversity Policy)

"How do we handle a complaint?" PROC-005 (Complaints Procedure) - unless it's specifically a conduct or equality matter, which have their own routes in POL-003/POL-005.

"What's our safeguarding approach for events involving children?" POL-008 (Safeguarding Policy) - currently a baseline draft, needs a proper review before it's relied on for a real event.

"What about health and safety at events?" POL-009 (Health & Safety Policy) - same caveat as above.

"How do we handle conflicts of interest?" POL-006 (Conflicts of Interest Policy)

"What are our financial controls - who can spend what?" Constitution Section 7, POL-010 (Financial Policy)

"How does someone become a volunteer? What's the onboarding process?" PROC-006 (Volunteer Recruitment and Onboarding)

"Who owns content someone contributes - articles, photos, guides?" POL-011 (Content and Intellectual Property Policy)

"How are documents version-controlled and approved?" PROC-001 (Document Lifecycle), STD-001 (Document Standard)

"What technology and third-party services do we use?" REG-002 (Technology and Service Register)

"What's the full list of every governance document?" REG-001 (Document Register)

"What's the founding document that everything else sits under?" CON-001 (Constitution)

By Document Type

Prefix	Type	Where they live
CON-	Constitution	internal/staging (pending move to public)
POL-	Policy	internal/policies
PROC-	Procedure	internal/procedures
STD-	Standard	internal/standards
REG-	Register	internal/registers
ADR-	Architecture Decision Record	internal/adrs
TMP-	Template	internal/templates
MIN-	Committee Minutes	internal/minutes
CONF-	Confidential Minutes	board/minutes

Checking a Document is Current

Every controlled document (everything with a Reference in its metadata table) is listed in REG-001 with its current Status. If something looks out of date, or you're not sure a document is the approved version rather than a draft, REG-001's Status column is the place to check - not the document's own Status field in isolation, since the two are cross-checked against each other by audit-docs.py and shouldn't disagree.