Club Records - LSV Club Support Manual

An efficient and effectively run Club will have a well organised information management system.

Information such as membership nominations, membership transfers, correspondence, minutes, reports and circulars are some of the information sources that will need to be received, recorded, distributed and stored.

a) Receiving Information

It is important that the office bearer responsible for receiving correspondence reads and records all incoming mail to the Club. Minutes of meetings, circulars, etc should be copied to the relevant parties on receipt.

(i) Filing

Some Clubs may choose to file information electronically, or manually. A manual filing system such as lever arch folder is useful for filing correspondence, reports and minutes. Depending on the quantity of information received, your Club may find it necessary to have a folder for each department, such as financial, media and promotions, etc, or by patrol season. It is also recommended that Office bearers scan all information and save in an appropriate storage system (onsite or via the cloud). Remember to back up to an external hard drive as a precaution.

(ii) Information Distribution

The office bearer assigned to collecting and distributing information will be responsible for ensuring the relevant people receive a copy or the original correspondence. Information may be best sent via email attachment to the relevant office bearer, who will take the appropriate action.

(iii) Information Storage

Clubs should keep all files such as minutes, correspondence, financial records etc for a minimum of seven years. Wherever possible, it is recommended that they are kept for longer and the ideal way is to save information electronically.

b) SurfGuard

SurfGuard is the online system used by clubs, states and SLSA to record membership, awards, patrols, transfers and organisation details. It is also used to generate a wide range of reports to increase efficiency and allow the evaluation of statistics.

(i) SurfGuard Access

To obtain access to SurfGuard, a Form 049-IT Systems Access must be completed and forwarded to your VSO. A username and password will then be provided to the applicant. Clubs should review who has access to SurfGuard on an annual basis in line with elections and position changes with members no longer requiring access being deleted. SurfGuard is accessed from www.surfguard.sls.com.au.

(ii) SurfGuard Assistance

SurfGuard assistance and support is available from the SLSA IT Helpdesk which can be contacted by phone on 1300 724 006 or you can log a support ticket via help.sls.com.au.

(iii) SurfGuard Upgrades and Changes

SurfGuard is an evolving resource that continues to be enhanced. Important alerts and changes are listed on the front page of the website under Latest News heading. They are also communicated through ClubMail and also available on the LSV website.

(iv) Information to be Recorded in SurfGuard

The following information is recorded in SurfGuard:

Club address and contact details
Club Officers, Positions and Committees
Member details (as per the membership form)
Award information (requests to conduct and member awards)
Proficiency records
Patrol logs
Patrol hours and statistics

(v) SurfGuard Reporting

A wide range of reports can be produced in SurfGuard to increase administration efficiency and produce statistical reports. Under the Summary Section, clubs can view a snapshot of assessment requests, awards, membership statistics, leading patrol members and transfers.

Under the Mailing Groups Section, clubs can automatically set up mailing groups for Boards, Committees, or special members groups such as gym users, nipper parents etc. Under the Messages Section, clubs can automatically set up direct member messages using the membership data information. Messages can be sent via email or text message.

Under the Reports Section, clubs can create custom reports for:

Club Contacts
Competition age category
Current awards
Email lists
Gear and equipment
Mailing labels
Member transaction reports
Membership details, member transaction reports,
membership renewal forms
Officers
Patrol attendance, patrol deficit, patrol type hours
Patrolled or unpatrolled statistics
Total member patrol hours
Custom reports to meet their needs

c) LIMSOC

Lifesaving Incident Management System and Operations Console is designed to streamline the lifesaver, lifeguard and marine rescue services sign on/off process and provide more efficient, spatially aware incident management. The system ensures the right people have the right information at the right time to make the right decisions. LIMSOC is user-friendly for services on all platforms including computers, tablets and smartphones.

The LIMSOC system also significantly improves LSVComms incident management capabilities, allowing LSV communications operators to track incidents and the location of available recourses. These advancements provide a platform to better coordinate incident management with other emergency services. It ensures the most appropriate response can be made in the event of an incident away from a patrolled location.LIMSOC is the online system used by clubs, LSV and some Victorian emergency agencies to record operational details. It is also used to generate a wide range of reports to increase efficiency and allow the evaluation of statistics.

(i) LIMSOC Access

To obtain access to LIMSOC, please contact your President, Secretary or Club Captain. Access is assigned via Systems Access in the Club Gateway and uses your single sign-on SLSA Members Area account. Clubs should review who has access to LIMSOC on an annual basis in line with elections and position changes with members no longer requiring access being deleted. LIMSOC is accessed from https://limsoc.com.au/.

(ii) LIMSOC Assistance

Assistance and support is available from the LIMSOC team. You can contact them via email at LIMSOC@lsv.com.au.

(iii) LIMSOC Upgrades and Changes

LIMSOC is an evolving resource that continues to be enhanced. Important alerts and changes are communicated through ClubMail and also available on the LSV website.

(iv) Information to be Recorded in LIMSOC

LIMSOC allows LSV’s rescue services and patrols to:

Report rescues online and identify their precise location using an interactive map
Sign on and of their patrols
Update patrol status
Sign on and off training activities
Club Reporting

(v) LIMSOC Reporting

A wide range of reports can be produced in LIMSOC to increase administration efficiency and produce statistical reports. For more information about reporting, please refer to the LIMSOC User Guide found on the Club Gateway, or contact LIMSOC@lsv.com.au.