Set up the IM Framework and work plan
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Depending on the type of emergency, a WASH sector operational website can be hosted by OCHA or UNHCR, or both. This website will contain all relevant WASH sector response information such as assessments, maps, reports, meeting information etc. The IMO can be given permission to upload Cluster information on the OCHA (https://humanitarianresponse.info) site, which is the recommended approach. On top of the GWC guidance, See https://humanitarianresponse.info/help for comprehensive instructions on how to upload information to Hr.info. In addition, the IMO can work closely with the UNHCR IMO to upload information on the UNHCR site if applicable for that situation (http://data.unhcr.org). Tips- Add a link to the operational website to your email signature.
- Register on the website to receive alerts to certain content (assessments, maps etc.).
- If possible, use the contact tool to keep contacts up to date, in this way the master contact list can remain on the site without duplications and partners can register ‘in’ and ‘out’ of the emergency.
- Be aware of making all information public (consult with Cluster Coordinator and IMWG before uploading data that may be of a sensitive nature)
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Set up an online folder structure and file repository for WASH cluster/sector documents
To share documents with partners, the WASH coordination platform can set up an online file repository, which is usually easier to maintain than a website. Well-known platforms include DropBox, Google Drive, OneDrive, Box, etc. Well-managed online file repositories can be essential during emergencies. They can serve to:
- Facilitate file management and internal information access across the coordination team
- Share information with partners that is not appropriate for the public website (e.g. contact details)
- Maintain response documentation and facilitate handovers
When shared folders are synchronized on team members / partner computer, always keep files as small as possible to avoid overloading people’s computer. Try to keep separate (view only) folders for larger reference collections, and/or publish completed documents to the website.
Another critical consideration when maintaining information repositories, particularly those with multiple contributors, is the file-naming convention (see GWC File Naming Guidance in this page). This will help you keep track of which is the latest version of the document. Using specific document categories (see GWC_Country Folder Structure Guidance) will also help someone search for specific documents / examples across the repository.
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When requesting to OCHA an access to a WASH HR.Info website with administration rights, OCHA can create a corporate Google account for your Clusters, including 30GB google drive space for free and a generic "<country>wash@humanitarianresponse.info" email address. The national OCHA IMO can provide support on this, or if not available write directly to help@humanitarianresponse.info. |
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