Montague County Democratic Committee seal
Compliance & Documentation

Compliance & Standard Operating Procedures

Our standard operating procedures and compliance controls for data handling, consent verification, and portal access — maintained and available at all times.

Consent at Signup

Volunteers must acknowledge consent to contact before the signup form can be submitted.

Standardized Data

Precinct information is collected from a fixed list of the county’s 18 voting precincts.

Authenticated Access

All member and outreach data is reachable only behind a login.

Audit Trail

Every record carries creation and update timestamps for traceability.

Standard Operating Procedures

Volunteer Intake & Consent (SOP-001)

  1. 1A prospective volunteer completes the Volunteer signup form (name, email, phone, precinct, volunteer interests, availability, and optional notes).
  2. 2Precinct is collected from a standardized list of Montague County's 18 voting precincts (Precinct 1 through Precinct 18).
  3. 3The form includes a required consent acknowledgment — the volunteer must agree to be contacted about volunteer opportunities before the form can be submitted.
  4. 4On submission, the record is saved to the Volunteer entity and a success confirmation is displayed.
  5. 5Volunteer records are accessible only through the authenticated Volunteer Signups portal.
  6. 6Records carry creation and update timestamps for traceability.

Compliance Controls

Required consent acknowledgment at signup Standardized precinct list (Precinct 1–18) Authenticated, invite-only access to volunteer records Audit timestamps on every record

Member Data Management (SOP-002)

  1. 1Member records are stored in the Member entity and accessed through authenticated portal pages only.
  2. 2Precinct chairs view members assigned to their precinct; the County Chair has oversight of all records.
  3. 3Administrators may update contact details, precinct, newsletter status, and follow-up priority via the Member Directory.
  4. 4Changes are persisted to the Member entity and reflected across all portal dashboards in real time.

Compliance Controls

Access restricted to logged-in committee members Role-based views (precinct chair vs. county chair) Field-level edits auditable via record timestamps

Email Communications (SOP-003)

  1. 1Outbound email is sent through the Microsoft Outlook connector from the verified committee address chair@montaguedemocrats.org.
  2. 2Welcome emails are sent to new members; follow-up reminders are triggered by the Member Follow-Up workflow.
  3. 3Donation thank-you emails are sent through the dedicated sendDonationThankYou backend function.
  4. 4All messages include the required "Paid for by" disclaimer and a working reply-to address.

Compliance Controls

Single authorized sender account Automated, template-based sending Compliance disclaimer on every message

Election Judge Portal (SOP-004)

  1. 1Election judges and monitors are matched to their record by the logged-in user email.
  2. 2Each judge views their assigned role, precinct, assignment status, and training status.
  3. 3Training completion is tracked on the ElectionJudge record (training_completed field).
  4. 4Official Texas Secretary of State training resources are linked from the portal.

Compliance Controls

Access restricted to authenticated users Training status visible before election assignment External resource links reviewed each cycle

Outreach Analytics (SOP-005)

  1. 1Outreach metrics are derived from Member records: total members, welcome emails sent, newsletter signups, and reminders sent.
  2. 2Member growth is charted by created_date; welcome-email status is charted as sent vs. pending.
  3. 3Dashboards are read-only and available to authenticated committee members.

Compliance Controls

Read-only views No personal data exported from the analytics page Aggregate reporting only

Portal Access Control (SOP-006)

  1. 1All administrative and organizing pages are gated behind ProtectedRoute and require an authenticated session.
  2. 2User accounts are created by invitation only via base44.users.inviteUser (admin or user role).
  3. 3The County Chair assigns precincts and tasks; precinct chairs act only within their assigned precinct.
  4. 4Unauthenticated visitors are redirected to the login page.

Compliance Controls

Authentication required for all portals Invite-only account provisioning Role separation between county and precinct chairs

Data Retention & Records (SOP-007)

  1. 1Member and volunteer records include created_date, updated_date, and created_by_id built-in audit fields.
  2. 2Consent acknowledgments are captured at signup, before any record is created.
  3. 3Contact consent is recorded per person and governs all committee outreach.

Compliance Controls

Consent captured at signup Consent state stored with the record Audit timestamps on every record

Built for Accountability

These procedures support our SOC 2 and ISO compliance commitments by ensuring every volunteer consent is captured at signup, every record is traceable, and access to personal data is gated behind authenticated, role-based controls.

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