OA Region 9 Digital Committee Report

The Assembly will be start at 8am on Wednesday 30th of September, in order to feel refreshed we enourage members to arrive Tuesday 29th of September in the late afternoon or early evening. The assembly will finish around 4pm on Friday 2nd October 2026. Convention will then start on Friday 2nd October 2026 in the early evening and finish no later than 2pm on Sunday 4th October 2026.

Names, acronyms, and short forms have been removed or edited for consistency with OA Policy

Introduction
Since the previous Region 9 Assembly, the Digital Committee has continued to support the Region’s website, communications, digital systems and preparations for the forthcoming Assembly.
The Committee now operates using a more collaborative and delegated model. As Acting Digital Officer, I provide overall oversight, maintain accountability to the Region 9 Board and help ensure that the Committee’s work reflects the priorities of the Region. However, most of the practical work is undertaken by members of the Digital Committee.
In particular, the Vice Chair has taken a leading role in managing the Committee’s day-to-day workload, coordinating activities and progressing projects. This has helped us move away from relying on one person to carry out all digital work and has created a more sustainable and resilient way of working.

Committee Structure and Development
The Committee has continued to strengthen its internal working arrangements.
This has included:

• Delegating more responsibility to committee members.
• Supporting the Vice Chair to manage the Committee’s day-to-day activities.
• Providing training and practical experience to the Vice Chair across the Digital Officer’s responsibilities.
• Improving continuity and reducing the risk associated with digital knowledge being held by only one person.
• Maintaining communication between the Digital Committee, the Region 9 Board and other Region committees.

As Acting Digital Officer I continue to provide strategic oversight, deal with matters requiring escalation or Board involvement and ensure that the Region’s digital work remains coordinated.

Region 9 Website
The Committee has continued to maintain and develop the Region 9 website.
Work completed or underway includes:

• Publishing news, announcements and updates from the Region 9 Board and committees.
• Creating and updating pages for Region activities, events, policies and service opportunities.
• Reviewing information to ensure that website content remains accurate and current.
• Improving the organisation and presentation of information so that members can find resources more easily.
• Supporting other committees with the publication of their information and materials.
• Creating news pages that can also be shared through Region email communications.
• Removing or updating outdated information where it has been identified.
• Preparing for the increased volume of website work associated with the next Assembly.

The Acting Digital Officer and Vice Chair are preparing to test the next version of the OA Hope website theme. The intention is to test the theme on a staging version of the website before any changes are made to the live site. This will allow the Committee to identify compatibility, accessibility or layout problems before deciding whether to introduce the new version.

Region 9 Mobile App
A major project during this period has been the development of a Region 9 mobile app.
A baseline Android version of the app has been created and the Committee has worked through the testing and Google Play requirements.
Work on the app has included:

• Developing the initial Android version.
• Creating and updating the app icon and launch screen.
• Preparing the app’s title, descriptions and store information.
• Producing screenshots and other materials required for the Google Play listing.
• Recruiting members to participate in closed testing.
• Preparing structured questions to collect feedback from testers.
• Collecting feedback about the app’s appearance, usability and usefulness.
• Making changes following tester feedback, including improvements to the logo and launch screen.
• Working through Google Play technical requirements, including app bundles, signing arrangements and target Android API requirements.
• Preparing the information required to demonstrate that the app is ready for production.
• Reviewing how news, website content, notifications and Region resources will be displayed through the app.

Work is continuing towards the wider release of the Android version.
Preparatory work has also begun for an iOS version. This includes reviewing the Apple Developer and App Store Connect processes, TestFlight testing, certificates, app information and the requirements for publishing through the Apple App Store.
The long-term aim is for members to have easier mobile access to Region 9 news, Assembly information, events and recovery resources.

Digital Communications
The Committee has continued to support Region 9 communications.
This has included:

• Preparing website news posts for distribution through Moosend.
• Supporting the publication of Region announcements.
• Supporting other committees when they need information published or circulated.
• Encouraging committees to submit information early, particularly as Assembly preparation approaches.
• Reviewing distribution lists and Region email arrangements.
• Helping to ensure that communications direct members towards accurate and current information on the Region website.

The Committee is working towards a more joined-up approach in which website updates, email communications and mobile app notifications support one another.

Online Forms
The Committee has supported the development and review of Region 9 online forms.
This includes work connected with:

• Funding requests.
• Reimbursement requests.
• Assembly registration.
• Applications and expressions of interest.
• Feedback and testing forms.
• Committee and service applications.

The Committee also checks forms, links and confirmation processes to reduce the risk of members being unable to complete or submit information.

Email Accounts, Access and Digital Administration
The Committee has continued to review the Region’s wider digital administration.
Work has included:

• Reviewing Region email accounts and distribution lists.
• Checking that access is provided to the appropriate trusted servants.
• Reviewing permissions connected with websites, forms and digital services.
• Reviewing Google Cloud, Firebase and related technical settings connected with Region digital projects.
• Considering security, continuity and appropriate access when new systems are introduced.

This work is intended to ensure that Region 9’s digital services do not depend entirely on one individual and that access can be transferred safely when trusted servants rotate.

Region Branding
The Committee has undertaken work relating to Region 9’s digital identity and branding.
This has included:

• Reviewing possible Region slogans and branding ideas.
• Developing and reviewing logo concepts.
• Preparing suitable branding assets for the Region 9 app.
• Updating the app logo and launch screen following feedback.
• Ensuring that the use of OA branding is appropriate and consistent.
• Considering how branding will appear across the website, app and digital communications.

Wider discussions about Region branding remain ongoing.

Assembly Preparation and Support
Supporting the Region 9 Assembly is one of the Digital Committee’s largest areas of responsibility.
The Committee is preparing to:

• Create and update the Assembly section of the website.
• Publish registration information.
• Publish motions, reports, applications and supporting documents.
• Organise documents so that members can find them easily.
• Check links, page layouts and forms.
• Publish amendments or corrected documents when authorised.
• Support the distribution of Assembly information through Moosend.
• Archive Assembly materials appropriately after the event.
• Assist with other digital needs arising before and during the Assembly.

Assembly preparation can involve more than 60 reports, motions, background papers and other documents. The Committee is therefore encouraging officers, committees and motion submitters to provide materials as early as possible.

Translation and Accessibility
The Committee continues to consider accessibility as part of its work.
This includes:

• Organising website information clearly.
• Considering the experience of members using mobile devices.
• Reviewing readability and page structure.
• Supporting access to Assembly documents.
• Considering the needs of members who use translated information.
• Working with the Translations Committee on the use and improvement of live translation technology.
• Testing new website and app developments before wider release.

The Committee recognises that Region 9 covers many countries, languages and different levels of access to technology. Digital systems therefore need to be clear, practical and usable across a wide range of circumstances.

Digital Resources and Recovery Workshop
The Committee has also developed material on how digital resources can support recovery.
A one-hour workshop package has been prepared covering:

• How digital resources can improve access to recovery.
• Using technology to remain connected between meetings.
• Digital tools that support regular recovery practices.
• Online anonymity and privacy.
• Recognising when technology becomes distracting or unhelpful.
• Using digital systems to carry the message through service.

The package includes presentation slides, a general participant handout and a “My Digital Recovery Plan” handout. This material is available for use after Assembly.

Priorities for the Next Period
The Committee’s immediate priorities are:

1. Completing the Android app testing and production-release process.
2. Progressing the development and testing of the iOS app.
3. Preparing the website and digital systems for the forthcoming Assembly.
4. Receiving, organising and publishing Assembly reports, motions and supporting materials.
5. Testing the updated OA Hope website theme before any live implementation.
6. Continuing to improve website organisation, accessibility and mobile presentation.
7. Reviewing email accounts, permissions and handover arrangements.
8. Continuing work with the Translations Committee on live translation technology.
9. Developing the Region’s use of coordinated website, email and app communications.
10. Continuing to train and support committee members so that responsibilities can be shared.

Thanks
I would like to thank the Vice Chair for managing much of the Committee’s day-to-day work and for taking on significant responsibility during this period.
I would also like to thank every member of the Digital Committee. The progress described in this report is the result of their time, skills, ideas, testing and practical service.

Sharlotte G
Acting Digital Officer – On behalf of the OA Region 9 Digital Committee