Documents Management Deputy

Documents Management Deputy
Level – Kingdom
Deputy to: Kingdom Seneschal

Description of position – This deputy will be responsible for determining what documents are currently being created/updated throughout the Kingdom of Trimaris. This will include the manuals, checklists, and forms needed for the efficient execution of the jobs being done by volunteers. The Deputy will be responsible for organizing, tracking, and distribution of documents in progress within Trimaris at all levels.

Qualifications – This person must have integrity as well as organizational, interpersonal, communication, time management, clerical, and computer skills. Computer skills must include the ability to create and maintain spreadsheets. A working knowledge of Kingdom Law and/or Corpora is helpful but not a necessity. The ability to work with Peers and other writers is a must have skill.

Duties – Initially the Documents Management Deputy will need to work with each of the Greater Kingdom Officers to discovering and recording what documents the individual office is working on writing or needs to be updated and who is currently responsible for doing the writing or if it needs to be assigned. Those lists will be uploaded to a centralized spreadsheet with a page for each of the Greater Kingdom Offices. The spreadsheet should include the name of the document, version of the document, date that the document was started, who is writing it, and a projected date of completion.

Once the lists have been compiled the DMD will set a schedule to periodically check on the progress of each document. Progress reports should be sent to the Greater Kingdom Officer that oversees that document Quarterly unless that Officer has given a more accelerated timetable for that individual document . When a document has been completed it will be distributed to the Kingdom Webminister to be added to the appropriate places on the website. A date for a yearly review of the completed document should be set at the time of distribution. All previous versions of documents will be archived within the DMD files.

Website Announcement Law Change

Per the proclamation made during the evening Court of Valbrandr and Cerric on September 1, 2018, at Fall Coronation, the following proposed amendment to the Kingdom Laws of Trimaris will be published for review in the October issue of Talewinds:
Proposed change: Section I. (General) is changed to:

I. General

A. Pre-Existing Law
1. All prior Kingdom Laws not listed in this publication of law are hereby repealed.
2. The Kingdom Laws of Trimaris are subject to mundane law, the Organizational Handbook and the By-Laws of the Society for Creative Anachronism, Inc.
(NOTE: Law applies to all persons participating in Society activities within the realm, without regard to subject status or individual fealty.)

B. Changes to Kingdom Law
1. The Crown of Trimaris is the protector and patron of these laws and must be aware of the impact of such laws on the populace of this Kingdom by tradition, custom, and usage.
The Crown must consult with the Kingdom Seneschal regarding all proposed changes.
The Kingdom Seneschal will review for conflict with Corpora, Corporate Bylaws, and mundane law,
The Crown and Kingdom Seneschal will consult with the Greater Kingdom Officers prior to proclaiming any proposed law changes.
2. Correspondence from the Populace concerning any proposed amendment will be accepted by the Kingdom Seneschal, to be reviewed in conjunction with the Crown, for a period of 30 days. After review of the correspondence from the Populace by the Kingdom Seneschal, in conjunction with the Crown, the proposed amendment may become Law.
3. After commentary and review any new Law enacted by the Crown must be read/proclaimed at a scheduled Royal Court at any official Kingdom event and then be published in the Kingdom newsletter, Talewinds, and all means of available electronic communication, at the earliest opportunity. The published law change(s) must contain the date and name of the Kingdom event at which the new law was read/proclaimed.
4. The above requirement for publication and commentary may be waived, in unusual circumstances, only with the unanimous approval of the Greater Kingdom Officers. The Crown and the Kingdom Seneschal will use all reasonable means available to them to inform the people of the kingdom of the waiving of requirements, and if possible, seek a means of requesting commentary prior to enacting the law change itself.
5. In the case of extensive revisions of Kingdom Law, a notice in the Kingdom newsletter alerting the populace to proclaimed changes and directing them to the Kingdom’s website will meet the burden of publication.
a) Amendments to Kingdom Law to correct typographical errors, renumbering, or other edits that do not substantively change the meaning of the law, need not be published for commentary.

C. Interpretation
1. Interpretation of Kingdom Law is the duty of the Crown and the Kingdom Seneschal in consensus.

D. Publication
1. Any changes to Trimaris Kingdom Law must be received by the Kingdom Chronicler from the Crown no later than thirty (30) days following the Kingdom Court in which the changes were proclaimed. Changes received after this deadline will not be published and will therefore not take effect.
2. The Kingdom Chronicler may not publish any changes to Kingdom Law without the individual approval of the Sovereign, Consort, and Kingdom Seneschal.
3. Maintenance

The current version of Kingdom Law will be published by the Kingdom Seneschal, including a Table of Contents and an Index, on the Kingdom website in the form of a dated pdf.
All changes to Kingdom Law must be made by the Kingdom Seneschal on the publicly available Kingdom website within fourteen (14) days of their publication in the Kingdom Newsletter.
This replaces the previous Section I in its entirety.

Comments are strongly encouraged and can be sent to comments@trimaris.org. Comments will be accepted for 8 weeks from official publication in the October issue of Talewinds. Based on the anticipated publication date of September 11, 2018, the deadline for comments is November 6, 2018.
This announcement is an official informational release by the Kingdom of Trimaris, a branch of the Society for Creative Anachronism, Inc. Permission is granted to reproduce this announcement in its entirety in newsletters, websites and electronic mailing lists. Any discrepancies between the electronic version and the printed version that is available in Talewinds will be decided in favor of the printed version.

For Posting on Social Media:

Per the proclamation made during the evening Court of Valbrandr and Cerric on September 1, 2018, at Fall Coronation, a proposed amendment to the Kingdom Laws of Trimaris will be published for review in the October issue of Talewinds. As a courtesy and convenience to the populace, the text of that amendment may also be viewed here:


Comments are strongly encouraged and can be sent to comments@trimaris.org. Comments will be accepted for 8 weeks from official publication in the October issue of Talewinds. Based on the anticipated publication date of September 11, 2018, the deadline for comments is November 6, 2018.
This announcement is an official informational release by the Kingdom of Trimaris, a branch of the Society for Creative Anachronism, Inc. Permission is granted to reproduce this announcement in its entirety in newsletters, websites and electronic mailing lists. Any discrepancies between the electronic version and the printed version that is available in Talewinds will be decided in favor of the printed version.