Campaign emails and digital data are managed separately from legislative communications to ensure compliance and safeguard user privacy. With the increasing occurrence of security breach, elected officials and campaign professionals are opting to centralize their communications in order to minimize potential security risks and maximize opportunities for their campaigns.
CAMPAIGN COMMUNICATIONS PROTOCOL EXAMPLE
#1. Digital Access Points
All digital access points across desktop and mobile devices should be properly secured. The protocol should plan for the onboarding process of new team members and the offboarding of discontented volunteers or staff.
A protocol to restrict user access and transfer confidential documents should be created to prevent a loss of data during transitions. As each campaign staff often takes on multiple roles, a clearly defined action plan will provide clarity for cross-functional teams and establish accountability for the reporting process.
#2. Custodian of Digital Records
The custodian of digital records is the designated administrator for all campaign records, such as passwords, databases, and images. The custodian is responsible for providing information and images for campaign operations and public appearances.
#3. Email Response Manager
The email manager is assigned to administer and respond to all campaign emails in a timely manner. The email manager is also responsible for monitoring new subscribers to email lists and should be the only administrator with full access to the campaign email accounts in addition to the security manager.
#4. Social Media Manager
The social manager is the designated administrator for all campaign social media accounts. The social manager is to publish social media content, monitor user responses, and respond to user comments and engagement in real-time.
An online monitoring protocol with action steps to manage responses received during the evenings and weekends is a great way to streamline approval process, and provide flexibility for the social manager to effectively manage real-time situations and changes.
#5. Digital Security Manager
The security manager oversees the communications protocol and makes recommendations to ensure compliance with regulations. The security manager is to assess and manage potential security risks and respond to digital threats in a time-effective manner.