Governing access to, and distribution of, the National Register of Members

  1. The National Registrar is responsible to Federal Council through the President. To ensure continuity and to make provision for an emergency arising from her absence, the Registrar may select and train another member as an understudy Registrar.
  2. There shall be only one National Register and this will be held by the Registrar and be entirely her responsibility. The Register will contain entries for all individual members of the State and Territory Association members of the Federation. No other supplementary Register may be compiled or held by any other office bearer or member.
  3. The Registrar will provide the national Publications Editor with mailing addresses as required. She will also provide such other mailing information requested by the National President from time to time.
  4. The Registrar will provide one copy of the master Register, updated regularly, to:
    1. the Federations Honorary Secretary, for the exclusive use of the national office bearers in the course of their official business for AFUW and
    2. The Public Officer, to satisfy the legal requirements of incorporation.
  5. All enquiries, including those from the IFUW Exec Sec, requesting access to information held in the AFUW National Register must be submitted in writing to the Honorary Secretary at the Federations official postal address.
  6. Each enquiry will be considered by the President or her delegate. If authorised, the enquiry will be forwarded by the Honorary Secretary to the Registrar for her attention. The resultant answer will be forwarded as an official reply from the Honorary Secretary. If an enquiry is rejected, the Honorary Secretary will inform the enquirer of this outcome, together with the reasons expressed in terms of Federation policy regarding access.
  7. General policy covering access and distribution is as follows:
    1. Information held in the Register will never be available to mail-order or commercial mailing database enquirers.
    2. Each Calendar year Presidents of each State/Territory Association member will be provided, on request, with a complete listing of that Association’s entries.
    3. An individual member of a member Association may access her own entry data by requesting it from the resident of her State or Territory Association. The member should then notify the Federation Honorary Secretary of any required changes, which will be forwarded to the Registrar.
    4. No member information will be released to a non-member without her written consent.
    5. Any office bearer in receipt of a part or whole of the national Register will be required to sign an undertaking that the information will not be released other than as is specified in these guidelines and that the information will not be copied for any purpose.
  8. Each member will be provided with the opportunity to update her entry via an invitation to be included with the first Newsletter of each year.
  9. At all times it will be the responsibility of the State or Territory Association Honorary Secretary to inform the National Secretary of new member entries to be forwarded to the Registrar.
  10. It is the responsibility of the Federations Honorary Secretary, the Public Officer and the Honorary Secretaries of State and Territory Associations to arrange that obsolete printouts of part or whole of the National Register are disposed of by shredding. No copy of the Register may be disposed of through the public garbage collection.

These Guidelines were adopted in principle by Federal Council 8/2/92 and became operative from 16/3/92