Chamber of Mines — Membership & Committee Records Discovery

Your Details

Contact name (at least one) *

Second staff member (if completing together)

Email address

Section A — Responsibilities & Desired Outcomes

A1. Briefly, what does each of you do day-to-day with the membership and committee records?

A2. What does the CEO need to see, edit, or approve? (select all) View reports and lists Edit records directly Approve changes before final See a dashboard or summary Not sure

A3. What are the three most frustrating or time-consuming tasks?

A4. What three things would the first version of a new system let you do more easily?

A5. Is there a deadline, and who approves the finished work?

e.g. "No deadline yet" or "By [date], approved by [name]"

Section B — Existing Records & Tools

B1. Which workbooks, sheets or lists do you use? (select all) A main Excel workbook for members A separate workbook for committees Individual sheets per committee/category Other lists (Word, email folders)

B2. Approximate number of records (approximations are fine):

Record type	Approx count
Member companies / organisations
Individual contacts
Committees
Historical records

B3. Where is the master workbook stored, and how do both of you access it? Shared folder / network drive Cloud (Microsoft 365 / OneDrive / SharePoint) One person holds the master and shares by email Other

B4. Which of these do you experience? (select all) Duplicate copies of the same workbook Two people editing at once and overwriting Confusion about the latest version Missing or out-of-date information None of these

B5. Besides Excel, what other software do you use for this work?

B6. Excel as main record, or a new system with Excel export? Excel should remain the main record Comfortable with a new system with Excel export Not sure

Section C — Members, Contacts & Classifications

C1. What counts as a member? (select all) Companies Individuals Other organisations

C2. Which fields do you maintain, and which are essential?

Field	Essential
Organisation / member name
Contact person
Email / phone
Membership category
Membership status
Date joined / lapsed

C3. What membership categories, statuses or groups do you use, and how are they different?

C4. Which do you need to record? (select all) Multiple contacts for one company One person linked to more than one organisation New entries Departures Corrections Handling duplicate entries

C5. How do you handle representative changes and alternates, and what must be kept historically?

C6. Are fees or voting information recorded only, or actually calculated? Do either belong in this project? Fees recorded only Fees calculated here Voting recorded only Voting calculated here Neither belongs in this project Not sure

Section D — Committees & Appointments

D1. How are committees created and maintained today?

D2. How are members appointed, replaced or removed?

D3. Which do you record for each appointment? (select all) Role / position title Start date End date Alternates A person holding multiple committee roles

D4. Does an appointment belong to a person, a company, or a person representing a company? A person A company A person representing a company Not sure

D5. Do you need to reconstruct what a committee looked like at a past date? Yes No Not sure

D6. Which committee lists do you regularly produce?

Section E — Daily Work & Outputs

E1. Which searches and filters do you use most often?

E2. Which groups or lists do you repeatedly prepare?

E3. Do you perform bulk changes or repetitive updates? What and how often?

E4. Which exports, summaries or printouts do you need regularly?

E5. Please describe one real example of each (anonymised is fine):

Scenario	Example
A new member joining
A representative change
A committee change

Section F — Communications, Documents & Approvals

Brief — may be explored in more detail later.

F1. How are recipients selected for notices and invitations?

F2. Where are documents and correspondence stored?

F3. Which changes require approval, and by whom?

F4. Do you repeatedly copy information between systems (e.g. Excel to email)? Yes No Sometimes

Section G — Statistics & Report Preparation

G1. One representative report you prepare — audience, frequency, deadline, who approves:

G2. Where do the figures come from? (select all) Internal spreadsheets Member submissions Websites PDFs

G3. How are figures extracted, checked, compared and cited today?

G4. Do definitions, reporting periods or units differ between sources? Yes No Not sure

G5. Which steps consume the most time in preparing that report?

G6. Which help would you value? (select all) Collecting data Calculating statistics Preparing charts Drafting text All of the above

Section H — Access, Hosting, Backups & Recovery

Some of these may need IT or CEO input — leave and pass on if needed.

H1. Who should be able to view, edit, export or administer? (describe briefly)

H2. Are some records or fields confidential? CEO

H3. Where do staff need access, and are internet interruptions common? IT

H4. Does the Chamber have approved hosting locations or IT policies? IT

H5. Does the Chamber want to own the hosting/subscription account? CEO Yes No Not sure

H6. How do you currently back up Excel, and have you experienced data loss?

H8. How long could you work without access before it became serious? CEO

H9. How long should old records and backups be retained?

H10. Who should hold recovery access if a staff member or provider is unavailable? CEO

Section I — Priorities & Future Improvements

For each feature, tick ONE box:

Feature	Essential (first release)	Useful later	Not required	Needs discussion
Member search & filtering
Member grouping & classification
Committee & appointment records
Bulk updates
Excel export
Reminders / follow-up flags
Mailing groups / notices
Linked documents
Approvals workflow
Dashboards
Report preparation help
Member self-service

I2. Over the next 12–24 months, what additions or changes do you anticipate? (no commitment to buy)

Chamber of Mines of NamibiaMembership & Committee Records

Your Details

Section A — Responsibilities & Desired Outcomes

Section B — Existing Records & Tools

Section C — Members, Contacts & Classifications

Section D — Committees & Appointments

Section E — Daily Work & Outputs

Section F — Communications, Documents & Approvals

Section G — Statistics & Report Preparation

Section H — Access, Hosting, Backups & Recovery

Section I — Priorities & Future Improvements

Chamber of Mines of Namibia
Membership & Committee Records