Member Directory Use

The purpose of this policy is to establish a culture of openness and trust. This policy will serve to guide the Information and Records Management Society’s, (hereinafter called the Society,) behaviour and ensure ethical conduct in the use of the Member Directory and its functions. Effective ethics is a team effort involving the participation and support of every member. All members should familiarise themselves with the social ethics guidelines in this document.

Member Directory and Member Profile

The Member Directory is a place where members can display their professional bio and interact with each other.

The information in this document explains:

• How you can make yourself visible, or invisible in the Member Directory,
• If visible, control how much information is available to other members.
• Guidelines for appropriate use of the Member Directory relate to:
  • Content posted as part of your bio, and your personal profile,
  • Emails sent to other members.

Member Directory and Privacy Settings

To set your privacy settings please login to your personal profile. In your personal profile you can:

• Provide and update information about yourself.
• Select which groups you wish to join,
• Renew, change, or cancel your membership,
• Set your privacy settings in the Member Directory.

Your privacy settings and Membership Directory bio can be updated at any time via your personal profile.

Also, when someone joins the Society they can also opt in to having their name published in the Bulletin. The Bulletin is the IRMS bi-monthly e-magazine.

Use of the Member Directory

The Member Directory facilitates the following member benefits:

1. Members can search and email one another to more easily grow their professional network.
2. In the “my profile” area you can easily update and maintain your membership information and showcase yourself and your role in the profession!
3. You can search and locate contacts who have similar interests and areas of focus to you.

Your Personal Profile

An up-to-date and fully complete personal profile will help the IRMS to provide better services tailored to your needs.

Keeping your entry in the Member Directory can better connect you to like-minded people.

Renewal

Membership renewal and past-due letters are sent by email. These emails are automated, and they are sent as follows:

1. Two automatic renewal announcements will be sent via email.
2. Should your renewal go past due. Two past due announcements will be sent via email.
3. Renewal and past due emails will stop when you either,
   • Renew or cancel your membership,
   • All 4 emails have been sent.
4. If you cancel or allow your membership to lapse you will automatically be removed from the Member Directory.

IRMS Groups

There is a “groups” area within the website where you can find information about all of the IRMS geographic and special interest groups.

Additionally each IRMS group also has a group bio in the Member Directory. You can contact the Group Chair for each Group via the directory.

Code of Conduct

Rules of conduct ensure the Member Directory is safe for everyone to use. It is not possible to write a set of do’s and don’ts that cover every eventuality.

Up to date profiles and Member Directory bios

Everyone is responsible for keeping their own profile up to date. An up to date profile will:

• Ensure the information we hold about you is accurate.
• Help the Society is better able to provide more tailored services.
• Guard against unwelcome emails relating to subjects you are not interested in.

Advertising

Members may not advertise products or services without express written permission from the Society.

Members may create a business card in the Member Directory that gives their employer or business, including a company logo. But, not in a way that  advertises products or services.

Likewise members may create a professional bio in the Members Directory. But, not in a way that advertises products or services.

No member or volunteer is permitted to send advertising material to members when their contact details are only discovered via the Member Directory.

Members may add images to their Member Directory bio. But not in a way that advertises products or services.

The Member Directory is a directory of professional people not a directory of products and services. The Society aims to launch a Supplier Directory in the near future.

Ethical Conduct

The following applies to content that is posted in the Member Directory and sent by email:

Language, views and sentiments that are inappropriate, for example, rude, insulting, profane, extremist, hate related, or offensive in any way are not permitted, whether they are expressed or implied. Aways be considerate of the views and feelings of other members.

Any images, graphics, symbols or imagery that:

• Show or relate to nudity or pornography,
• Promote intolerance, hate or violence of any kind,
• Express inappropriate humour that may cause offence,
• Express views that are extreme or may cause offence,

Are not tolerated in any way.

With the exception of the facility in the Member Directory to post social links. Members must not post links to external content without the express written permission from the Society. Written permission is required for each link.

Legislation and The Society’s Constitution

The Malicious Communications Act 1988 applies, do not cause distress or anxiety to other persons by your conduct.

You are responsible for ensuring any content, imagery, words, etc. that you post are compliant with Copyright Law. If the Society becomes aware of such infringements content will be removed.

All images or papers submitted remain the property of copyright owners. Pieces regarded as derivative works, or compositions based on images from third party sources must include a link or reference back to the original artist/copyright holder with verifiable terms of usage.

Please see the Privacy Notice, a link is in the footer, for compliance with Data Protection Legislation.

Links to information about Cookies is also given in the page footer.

The IRMS may, at any time, remove any content from the member Directory which it deems inappropriate, without prior warning. A breach of rules may result in a permanent ban from the Society in accordance with the Society’s Constitution.

Access to Systems

The member Directory is only available to members of the IRMS. Non-members and ex-members do not have access to the Member Directory.

Members have access to their member profile while they are members and for up to 1 month after their membership is cancelled.

When a Supplier Directory becomes available. The Supplier Directory will be available to both members and non-members. Products and services may be advertised in the Supplier Directory. A fee may be applicable.

How to report ethical concerns

Raising concerns

Depending on the nature of the concern, it may be easiest to talk directly to the person responsible about your concern, giving the person with an opportunity to clarify the issue. If you don’t feel comfortable talking to the person responsible, you should contact the most appropriate Board Member using the contact details below, outlining the issue.

Chair – chair@irms.org.uk
Vice-chair (Internal) – internalvicechair@irms.org.uk
Vice-chair (External) – externalvicechair@irms.org.uk
Secretary – secretary@irms.org.uk
Treasurer – treasurer@irms.org.uk

Protecting involved parties

In all cases, the privacy of all parties involved will be respected to the fullest extent possible.

Investigation process

Where concerns are reported to a Board Member that officer is responsible for initiating an investigation into the matter. The process will follow the same steps outlined in the incident management procedure in order to establish what has occurred, gather evidence, and investigate the matter fully.

Resolution process

Where Improper Conduct has occurred, we are committed to reviewing our processes and taking action in relation to those who have behaved improperly. This action will be proportionate to the individual case, but where deemed necessary, ultimate sanctions include termination of membership, and in cases involving criminal conduct, the disclosure of this to external authorities. Any actions taken against volunteers will actioned in accordance with the IRMS Constitution.

Suppliers and Third Parties

Suppliers and third parties are seen as an extension to the society and as such we will work with them to ensure that their conduct aligns with the Society’s ethical code. This is outlined in the Third Party Management Policy.

What if I need to do something against the policy?

If you believe you have a valid business reason for an exception to these policy points, having read and understood the reasons why they are in place, please raise a formal request by contacting secretary@irms.org.uk.

Version: 1.0, October 2025