Scope 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
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.
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- Outdated documents must not be used once a newer version is released.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
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.
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.
Use of Branding & Formatting
- 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