Hello everyone,
This will be my last post on the subject as I agree that because of my posts and those of others, this discussion has become taut and unproductive. Everyone is stating opinions but what I was looking for was facts from official church policy. I have decided to continue using Google Docs for the following reasons:
1) The official church policy guide, the Church Handbook of Instructions 2: Administering the Church Section 21.1.22 regarding the Internet does not address or prohibit the use of tools like Google Docs for sharing information among church leaders.
http://lds.org/pages/lds-site-developme ... ment+guide
2) The handbook section also references "Additional helps and guidelines are provided by searching for “Internet Usage Helps for Members” on LDS.org." It states under the section Personal Internet Use in Church Callings that we may "Use personal information found in stake and ward directories or other Church records only for Church purposes. This information should be shared carefully and only with those who need to access it to fulfill Church callings and assignments." While it also states "Safeguard personal information. It should not be included in electronic messages, such as e-mail, text messages, or instant messages.", Google Docs is not an electronic messaging system like email, text messaging or instant messaging and does not apply. Without getting into further opinions, I think most of this forum would agree that that obviously there will be times a Bishop needs to communicate personal information to a RS or Elder's Quorum President etc. and may use email to do so but again, Google Docs doesn't fit into that category.
https://lds.org/pages/internet-usage-he ... ps+Members
3) The LDS Site Development Guide under its section Use of Personal Information reiterates the same policy "Personal information found in stake and ward directories or other Church records should be used only for Church purposes. This information should be shared carefully and only with those who need to access it to fulfill Church callings and assignments."
http://lds.org/pages/lds-site-developme ... ment+guide
4) I personally contacted the Church Headquarters department responsible for giving official guidance to clerks (Clerk Assistance and Instruction (Membership), telephone 801-240-3500), explained that I wished to use Google Docs to share MLS information among our ward leadership and was told there are no official policies prohibiting the use of Google Docs in this manner so long as we were not creating a public website where that information would be available to anyone.
5) Finally, the use of Google Docs to share this information among our ward leadership was not only approved but encouraged by our Bishop. It has been a great blessing and has cut down the amount of time involved in our callings significantly.
So at this point I have looked at 3 official church policy references, spoken with the official church headquarters group assigned to give clerks guidance and have the blessing and encouragement of my Bishop. As I stated in an earlier post, I feel very good about using Google Docs in this manner to further the work. If at any point, the Church wishes to institute an official policy prohibiting the use of tools like Google Docs or truly lock down all email communications of a private nature then of course, I will follow that policy. But as it stands now, I will continue to use tools like Google Docs until I receive further light and knowledge. Thanks for everybody's input.