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Overview
Knowledge management is a key function of each and every OCHA office. The ability to store and retrieve files and documents easily and quickly is extremely important. In this section you will find information on: setting up the IMU folder structure, file naming convention, metadata, and best practices from country offices.
Process
The purpose of the following is to provide a set of clear procedures and data structures that can support the varied uses of datasets within OCHA. In order to be considered, a given practice must help OCHA meet the following criteria:
Predictability of data filing: new staff should be able to easily locate a given dataset
Archiving: out of date data sets are retained but do not clutter the file system
Ease of updating map products: updating data sets should not break documents that link to them
Off-site duplication of data: when ‘official’ backup systems are not in place, it must be easy to synchronize data to other locations
Flexibility to work quickly: during emergency responses good data management supports the need to work quickly while maintaining sufficient order in the filing system to allow new staff to easily assume their duties
Interoperability: the file formats and data structures must support data sharing with other members of the humanitarian community
Fulfil mandated roles: OCHA has been mandated to be the guardian of the Common Operational Datasets. Any best practice must allow OCHA to fulfil that duty.
Respect data confidentiality and security: data management strategies must ensure that sensitive data are kept secure
Guidance
Examples
OCHA Afghanistan: Folder Structure Example and AFG Folder Screen Shot
Dropbox Folder Hierarchy for Sudden Onset Emergencies: Example of OCHA's IM Internal and the Community IM Responders Dropbox folder hierarchy during the Typhoon Haiyan response.
