Purpose
The Cooper-Ackwood Family Archive preserves information of varying levels of sensitivity. This policy establishes four permanent classifications that determine how information is stored, who may access it, and how it is protected.
Every record in the archive shall be assigned to one of these classifications.
Classification Level 1
Public Family Story
Purpose
To share the family's story with a broader audience while protecting the privacy of living individuals.
Typical Content
- Family history
- How the Cooper and Ackwood families became one family
- Marriage story
- General biographies
- Family traditions
- Recipes
- Historic photographs approved for public viewing
- Memorial pages for deceased relatives
- Community service
- Military service
- Educational achievements
- Historical timelines
Access
Available to anyone designated by the administrators.
Restrictions
Public information shall never expose unnecessary personal information about living family members.
Classification Level 2
Signed-In Family Information
Purpose
To provide family members with richer historical information that is not intended for public viewing.
Typical Content
- Extended biographies
- Family trees
- Relationship information
- Additional photographs
- Family videos
- Recorded interviews
- Personal memories
- Anniversary information
- Family documents approved for family viewing
- Internal family announcements
Access
Approved family members with authenticated accounts.
Restrictions
Information at this level should remain within the family unless permission is granted by the appropriate individual or administrator.
Classification Level 3
Restricted Family Information
Purpose
To protect sensitive information that requires limited access because of privacy, legal, or personal considerations.
Typical Content
- Full birth dates
- Contact information
- Detailed family relationships involving living people
- Health history approved for preservation
- Private family correspondence
- Sensitive historical documents
- Information protected by family privacy policies
Access
Only authorized family members or administrators specifically approved to view the information.
Restrictions
Restricted information shall never appear in the public portion of the archive.
Classification Level 4
Administrator-Only Information
Purpose
To safeguard records necessary for managing and protecting the archive itself.
Typical Content
- Administrative notes
- Privacy requests
- Record correction history
- Source verification notes
- Internal review documentation
- Access permissions
- Governance records
- Archive maintenance documentation
- Security documentation
Access
Active administrators only.
Former administrators shall not automatically retain access after leaving office.
Classification Responsibilities
Administrators are responsible for assigning and reviewing the classification of every record.
Whenever uncertainty exists, information should be assigned to the more protective classification until an appropriate review is completed.
Reclassification
Information classifications may change over time.
Examples include:
- A living family member becoming deceased.
- Information becoming publicly available with consent.
- Privacy concerns changing over time.
- Historical records becoming appropriate for broader family access.
Every reclassification should be documented and approved according to the Governance Charter.
Minimum Necessary Access
Family members should receive access only to the level of information necessary for their role within the archive.
Administrative access shall be granted only when required to fulfill administrative responsibilities.
Protection of Sensitive Information
Information classified as Restricted or Administrator-Only shall receive the highest level of protection established by the archive.
Access should be reviewed periodically to ensure it remains appropriate.
Guiding Principle
The purpose of information classification is not to hide family history.
Its purpose is to ensure that every piece of information is shared with the appropriate audience, at the appropriate time, and with appropriate respect for privacy, historical integrity, and future generations.