Purpose:

The Land Recording Office (LRO) Committee has been established to explore, evaluate, and recommend a secure, user-friendly web hosting solution to support the vital record keeping functions of the Terra Australis State Nationals and their Assemblies.

The LRO Committee will determine all record keeping needs for the Assembly structure and develop the National LRO structure and office.

Objectives:

• Evaluate and recommend record keeping software.
• Evaluate recording needs for each committee within the Assembly structure.
• Develop structure, functions and offices of LRO.

Scope and Responsibilities

• Research both commercial and open-source hosting options, assess security and data sovereignty implications, and investigate best practices for digital archiving, document authentication, and tiered access (public/private). The end goal is to provide a fully scoped recommendation that balances accessibility with security, supports decentralised Assembly operations, and can grow with the evolving needs of the people.
• Liaise with all Pillar Coordinators, Committees and Local Assemblies to determine recording needs.
• Assist in the establishment of Office Charters for each of the Recording Secretary offices across the Assemblies.
• Develop the functional structure and workflow of the LRO office and national committee.
• Establish how each Recording Secretary integrates with the recording database and the national Committee.
• Develop protocols and responsibilities around data input and security of information.

Tasks may include comparing platforms, defining user requirements, mapping workflows, and outlining governance procedures for document submission and maintenance.

Participation
Open to all Assembly members.

The roles of Chair and Secretary are conveyed or reconveyed State Nationals.

Ideally 7–9 active participants including the Chair and Secretary (Principle of Sevens).

Encouraging contributions from men and women with technical, administrative, or user-experience backgrounds. particularly in the system testing and evaluation phase.

Subcommittees may be established for focused tasks, each with a Chair and Secretary, ideally chaired or driven by members of the Committee where possible and willing. Volunteers can be actively recruited from Local Assemblies.

Meetings weekly or as agreed via an online platform.

Participation list to be recorded and updated as needed.

Operating Approach

The Committee will have a Chair and Secretary, volunteers from the Assembly.

The Chair will facilitate collaborative and inclusive discussion at the meetings and support the subcommittees, to achieve the Objectives.

The Secretary will set the Agenda in collaboration with the Chair, collate Minutes of the meeting and record tasks. Minutes will be posted on the LRO Telegram channel and a copy kept on an agreed database.

All decisions and tasks are transparent and available to the Assembly.

All Committee members are encouraged to participate, ask questions and offer thoughts and ideas. The Committee operates as a flat and equal structure with no hierarchy.

Reporting and Accountability

The Committee Chair liaises with all Pillar Coordinators to assist in achieving the Objectives.

All recommendations and proposals submitted to the Interim National General Assembly for authority.