Club Documents for Members IONOS Storage

Purpose

This page explains how documents should be stored so they can be made available for publication on the Members Hub.

This is not about editing or publishing content.
It is only about where documents should be placed so they can be used by the website.

Key Principle

There are two types of document storage:

1. Documents for publication

Stored in:

/WEBSYNC/CLUBDOCS/

These documents:

  • are available to website editors
  • may be published on the Members Hub
  • should be considered suitable for member visibility

Placing a document here means:

“This document may be used for publication.”

2. Internal / working documents

Stored elsewhere in IONOS (e.g. Committee, Finance, operational folders)

These documents:

  • are not part of the website
  • remain private or operational
  • are not automatically visible to editors

Important Distinction

The CLUBDOCS folder is not a general storage area.

It is a publishing source folder.

If documents are stored elsewhere, they:

  • will not appear on the website
  • will not be synchronised for publication

What This Does Not Do

Placing a document in CLUBDOCS does not mean it will automatically be published.

Editors may:

  • choose not to publish it
  • request changes
  • require instruction or context

Avoid Duplication

Documents should not be stored in multiple places unnecessarily.

  • If a document is intended for publication → store it in CLUBDOCS
  • If it is internal or sensitive → keep it in existing folders

This avoids:

  • confusion over versions
  • duplicated files
  • uncertainty over which version is correct

Summary

  • CLUBDOCS = documents available for publication
  • Other folders = internal or operational use
  • Editors control what is published
  • Storage location determines availability, not publication

This keeps the system simple, clear, and manageable.