No. SFP20250628   

1. 1. Purpose 

   This policy outlines the responsibilities and acceptable use guidelines for all ABHMS staff using Salesforce. It ensures data is accurate, secure, and aligned with organizational goals, while empowering staff to use Salesforce effectively in their roles. 

   2. User Access & Roles 

   - All users must have individual login credentials. Sharing accounts is strictly prohibited. 
   - Users will be assigned roles, profiles, and permission sets based on their job functions. 
   - New users will be onboarded by ABHMS IT and trained before gaining access. 
   - Access reviews will be conducted quarterly to deactivate inactive or unnecessary accounts. 

   3. Data Entry & Management 

   - Staff must enter all records (contacts, donations, partners, events) accurately and promptly. 
   - Use the individual’s email address to identify and manage contact records. 
   - Avoid creating duplicate records — always search by email address before adding new entries. 

   4. Reporting & Data Use 

   - Users may view and export reports relevant to their department. 
   - Staff may not export full datasets, donor data, or personally identifiable information unless approved by their supervisor. 
   - Reports and dashboards must be kept confidential and used only for ABHMS business purposes. 

   5. Modifications & Customization 

   - Staff may not: 
     - Create or delete custom fields or objects 
     - Change automation tools (e.g., Flows or Process Builder) 
     - Install or connect third-party apps 
   - All configuration changes must be requested through ABHMS IT at help@abhms.org. 

   6. Mass Communication & Campaigns 

   - Campaigns, bulk emails, or mass updates must be coordinated with IMPAACTS. 
   - Only authorized users may send communications using Salesforce-integrated tools (e.g., Pardot, Mailchimp, etc.). 

   7. Security & Confidentiality 

   - Sensitive data (e.g., donation history, demographics, program affiliations) must be protected at all times. 
   - Multi-Factor Authentication (MFA) is required for all users. 
   - Staff must immediately report suspected security breaches to ABHMS IT at help@abhms.org. 

   8. Inactive Records & Cleanup 

   - Staff should archive or tag outdated records as needed. 
   - Periodic data audits and cleanup processes will be managed by ABHMS IT. 

   9. Training & Support 

   - All users must complete ABHMS Salesforce training before receiving login access. 
   - Refresher training may be assigned annually or when system updates occur. 
   - For support, contact ABHMS IT at help@abhms.org. 

   10. Violations 

   Failure to comply with this policy may result in: 
   - Temporary suspension of Salesforce access 
   - Corrective action through HR 
   - Further investigation if misuse of data is suspected 

   Acknowledgment 

   All Salesforce users must sign or digitally confirm that they have read and understood this policy before being granted access.