Clerks' Offices Privacy re: IT Work

[robinvice]

I've recently been called to serve as Stake Technology Specialist.
I've been asked by my area's Facilities Coordinator to inventory all computers in the stake and confirm if there's any software on them that needs to be licensed. I have access to all the buildings involved as well as the clerks' offices where computers reside.
My question is concerning protocol or etiquette regarding entering those offices as well as libraries or any other rooms in buildings.
I've been in IT for years (decades), and it's common for me to go in after hours and visit computers alone, wherever they may be; Pres. offices, accounting offices, HR offices, etc. and never felt I shouldn't be there. Should I feel the same in these sacred buildings and offices where confidential information is stored?
I'm happy to contact individual clerks and make arrangements for them to be there, but I'd rather not make it that complicated if it's not necessary.
Is there a written policy concerning this?
Any advice is greatly appreciated.

Thanks,
Br. Vice

[davesudweeks]

My personal opinion only:
If other's experience is like mine (many years as ward clerk, plus experience as a bishop and branch president), most wards are used to the FM group coming in and doing things in the building without notification (they are responsible for the building - the wards are merely tenants). Sometimes that has caused frustration and hard feelings.

As a matter of courtesy, I would reach out to each bishop and let them know what my assignment was, what I plan to do, and give them an option to have someone present if they desire. I would also ask them to share that information to the ward council members who could be affected by my activities. You aren't asking their permission, just letting them know so no one feels it is being done behind their back.

[BrianEdwards]

IMHO, you're correct that while it's polite to coordinate, there's no requirement. That said, perhaps this would also be a good opportunity for some training/coordination between the stake and ward clerks? You might want to make sure local clerks all understand the purpose of the ward computers, what the software policies are, and the corresponding reason you're being asked to do this inventory. Like @davesudweeks, we've all seen cases where local clerks feel frustrated by either stake or FM group efforts -- sometimes it's just because local clerks feel they are unnecessarily kept in the dark, other times it's because local clerks don't correctly understand Church policies. If you can help local leaders feel like you're actually supporting them in their callings and not just being a busy-body or a roadblock, that's at least half the battle.