Information Management Policy 2012 The policies in the document are applicable/not limited to the General Body of AIESEC in Kolkata, India. The following policies apply to all portfolios, designations and departments of AIESEC in Kolkata, India. The Local Committee President, the Vice President and Manager Information Management have the authority to directly control every information system used in AIESEC in Kolkata which is a subsidiary of AIESEC International Headquarters Rotterdam, Netherlands.
Myaiesec.net Guidelines Membership - Every member that is part of AIESEC in Kolkata needs to: ● Register ● Complete the profile details. ● Be part of the programs and teams; with the right data about job description and timelines right after their LTS. All roles and teams to be updated on myaiesec.net within 72 hours. ● Subscribed to the AIESEC in Kolkata Newsletter and AIESEC India Newsletter ● Subscribed to the AIESEC in Kolkata main wikis and AIESEC India main wikis @aiesec.net email address ● Every member in the local committee should have and make use of the @aiesec.net email address. ● All external communication (i.e. clients, stakeholders) must be done through the official email address@aiesec.net ● All Business cards must only bear the @aiesec.net email address. Wiki’s can be made on myaiesec.net after consulting the VP for information management, they should cover events, projects, special delivery documents, impact reports or anything which is directly related to exchange. ● All wikis shall be named as: INDIA | Kolkata| area | Topic ● All wikis need to have the key words: India, Kolkata and area(department i.e. OGX, ICX, marketing, IM etc). ● All wikis need to have end date on 31.12.2013 ● All wikis needs to have viewing rights for all members and administrative right for aiesec.kolkata@aiesec.net. Files – All official documents, applications, MoU’s to be uploaded on myaiesec.net All applications - President, Vice President, Team Leader, Manager, Task Forces, Special Duty to be uploaded on myaiesec.net and then the link be shared with the Interviewer or the AIESEC Responsible. No application shall be accepted if it’s not uploaded on myaiesec.net ● All files shall be named as: INDIA - Kolkata - area - Topic ● All files need to have the key words: India, Kolkata and area. Termination of myaiesec.net accounts. ● In case the member has resigned or is fired, his/her account shall be terminated immediately. ● Information Management team must first consult the VP Talent Management before doing so.
Centralized Information Management System ● AIESEC in Kolkata will be using Podio as a central information management system for all the office work which is done in the local committee, official documents still need to be uploaded on myaiesec.net as it is the official channel of information exchange with the AIESEC Network. ● AIESEC in Kolkata’s member will be assigned workspaces with their team(s) on the system. The department of information management is the sole responsible for management on podio. ● AIESEC in Kolkata shall also use Google Drive and Google Sites for maintaining data.
Tracking (Google Spreadsheets) ● Tracking here refers to maintain the information of all the activities being done by the members of AIESEC in Kolkata on the spreadsheets provided by the VP Information Management and her team. ● The Vice President (of that portfolio) with the VP and Manager Information Management and the Local Committee President controls the trackers of each department. Editing rights will be given to the team. The LCP and VP IM has the right to release any tracker. ● Department Vice Presidents are free to make temporary trackers for information sharing but they should be temporary and the information in them will be treated as unofficial. ● All Trackers need to be updated every 72 hours.
Knowledge Management ● All documents used within or outside the Local Committee must be shared with the VP, Information Management and Local Committee President. ● All Presentation, Documents, Media at any AIESEC forum must be submitted to the Information Management Team or the VP, Information Management. ● Podio and Google Drive are the only tools AIESEC in Kolkata shall use for knowledge management. ● *Dropbox, Google Drive, Google Sites and Podio is not a product/partner of AIESEC in Kolkata. AIESEC in Kolkata is just using their services as is.
Documentation ● All official documents must bear the AIESEC Long logo with the descriptor. ● All official documents whose scope is external must be verified by the VP, Information Management or the portfolio heads. ● All Documents must comply with the AIESEC International’s Global Brand Visual Guide Line Wiki http://www.myaiesec.net/content/viewwiki.do?contentid=10067369
Records Management ● Every official documents that shall be used in the local committee has to submitted to the department of information management within 72 hours of being signed (or made). ● Hard copies need to given to the department of information management and soft copies can be uploaded on Podio.
Google Groups • Every department, team will be allocated google groups for efficient email communication. • The head of the portfolio/task force/team shall be the owner of the groups. • Vice President Talent management, Vice President IM and the LCP needs to be a part of every group.
Facebook Groups • Different facebook groups and pages have been created and they are managed by the Department of Information Management. • AIESEC in Kolkata brand policy applies on these groups.
Newsletters Email newsletters will be delivered to the members, stakeholders as a communication service by the department of information management. The following newsletters will be sent. ● LC Newsletter - Weekly ● Client Newsletter - Monthly ● Trainee Newsletter – Bi Weekly ● EP Newsletter - Monthly ● Student Newsletter (Lead Newsletter)- Bi Weekly ● Alumni Newsletter – Bi Weekly
Images, Videos and Media Content Members can share images, videos and any other media with the department of information management where it can be used later for generating promotional material and any other content. All Department/Portfolios need to maintain the following Documents and Information Systems. The Local Committee President and the VP, Information Management should have access to all of them on the Google Spreadsheets, Dropbox or any other information system. Outgoing Exchange ● EP selection guide ● EP contract ● EP video ● EP resume ● EP management policies ● Acceptance notes ● IR Document’s format ● EP Blogs ● EP Feedback Form ●EP Stories Incoming Exchange ● Job questionnaire ● TN contract ● TN Client Video ● Trainee understanding document ● Minimum requirements of reception package and survival kit ● Acceptance notes ● Trainee video/ story ● Trainee Blogs ● IR Document’s format ● Feedback Form Marketing ● Print partnership MoU ● Online partnership MoU ● Radio Partnership MoU ● TV Partnership MoU ● University communication format ● Recruitment Posters ● Various creatives- posters, hoardings,etc ● Standard letter formats ● Event partnership MoUs (coverage and deliverables) ● Stakeholder Case studies Minimum requirements of Social media ● Social Media Guidelines (what to post and general content) Business Development ● CRM policies ● Board MoU ● CSG MoU ● Other support groups MoUs ● Corporate video ● Event partnership MoUs (funding & deliverables)
● Proposal formats ● GCDP project funding MoUs ●Event Reports Finance ● Trainee management policies ● Trainee contract ● Financial policies ● SOPs ● F education documents ● Reimbursement slips ● Event Budget template ● Financial Policies Talent Management ● Member management policies/HR Policies ● Goal setting templates ● Recruitment tracking documents ● Membership review templates ● RnR tracking templates Information Management ● IM policies ● Minimum requirements of Website, blog, fan page ● File sharing policies ● Myaiesec.net policies ● Email id and group id policies ● General ● Project/event report format ● Full membership requirements and expectations ● LC video ● Business Cards template For any queries, please get back to: Ritansha Bagaria Vice President Marketing and Information Management AIESEC Kolkata Email: ritansha.bagaria@aiesec.net Phone: +91 98301 79211
Siddhant Jain Manager Information Management AIESEC Kolkata Email: siddhant.jain@aiesec.net Phone: +91 96811 98947