To share document with partners, WASH coordination platform can feel the need to set up an online file repository, which are usually easier to maintain than 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 directly sharing folders with team members / partner, always keep files as small as posible to not overload individual’s folders (e.g. in the case of DropBox). 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. This will help you keep track of which is the latest version of the document. Using specific document categories will also help someone search for specific documents / examples across the repository.
Humanitarian Library (http://www.humanitarianlibrary.org/) is an online technical repository maintained in some countries. This might provide a neutral platform to collect contextual lessons learnt and best practices.