Skip to main contentScope of Documents
These guidelines apply to all TrackRace documents, including but not limited to:
- Policies, rules, and handbooks
- Training guides and staff manuals
- Internal forms and reports
- Moderation, investigation, or disciplinary records
- Presentations, spreadsheets, and written communications
- Documents shared via Discord, cloud platforms, or external tools
Any material created for operational, staffing, or management use is considered an official TrackRace document.
Document Creation
- Only members of the Executives Team may create official TrackRace documents.
- All documents must be written professionally, clearly, and without bias.
- Documents must accurately reflect TrackRace policies and procedures.
- Personal opinions, informal language, or misleading information must not be included.
Approval & Authorisation
- All official documents must be reviewed and approved by Executives before being published or distributed.
- Unapproved drafts must not be shared outside authorised staff channels.
- Any updates, revisions, or reworks of existing documents require re-approval.
Unauthorised document creation or distribution may result in disciplinary action.
Document Usage
- Documents must only be used for their intended purpose.
- Staff must not interpret, enforce, or apply documents in a way that contradicts TrackRace policy.
- Outdated documents must not be used once a newer version is released.
- If a document appears unclear or contradictory, Executives must be contacted for clarification.
Confidentiality & Access Levels
Documents are classified by access level:
Public Documents
- Intended for players or the public
- May be shared freely once approved
Staff-Only Documents
- Accessible to Track Crew and above
- Must not be shared with non-staff members
Management-Only Documents
- Restricted to Management and above
- Includes session materials, procedures, and internal guidelines
Senior Management Documents
- Restricted to Senior Management and above only
- Includes disciplinary records, internal strategies, and sensitive operations
Sharing documents outside their permitted access level is a serious violation.
Storage & Distribution
- Documents must be stored in official TrackRace platforms (e.g. approved cloud storage, Discord channels, or internal systems).
- Personal copies, reuploads, screenshots, or reformatting of documents is prohibited unless authorised.
- Documents must not be shared via private messages or external group chats unless explicitly permitted.
Document Integrity
- Altering, falsifying, or selectively editing documents is strictly prohibited.
- Removing context, approvals, or timestamps is not allowed.
- Documents must not be used to manipulate, threaten, or mislead staff or players.
Any tampering with documents may result in immediate termination.
Investigations & Records
- Investigation files, disciplinary records, and reports are strictly confidential.
- Only authorised Senior Management may access, modify, or distribute these records.
- Staff involved in an investigation may discuss the matter only with authorised investigators.
- Outcomes of investigations are not disclosed unless deemed necessary by Internal Affairs.
Leaks & Unauthorised Sharing
- Leaking documents, screenshots, or excerpts is strictly prohibited.
- Sharing documents in external servers, DMs, or private group chats is considered a severe breach of trust.
- Creating “mirror” copies or backups outside approved systems is not allowed.
Confirmed leaks may result in immediate termination and permanent blacklist.
- All official documents must use approved TrackRace branding, formatting, and naming conventions.
- Logos, headers, footers, and colour schemes must not be altered without permission.
- Unofficial templates or third-party branding are not permitted.
Enforcement
Failure to comply with these Document-Specific Guidelines may result in:
- Formal warnings
- Suspension
- Demotion
- Termination, depending on severity
Executives reserve the right to restrict document access at any time.
Conclusion
These guidelines exist to protect TrackRace’s operational integrity, staff privacy, and professional standards. All staff members are expected to handle documents responsibly and in accordance with these rules.
If you are unsure whether a document may be created, used, or shared, do not proceed — contact Senior Management or Executives for clarification. 
