ILC One Team

SharePoint architecture consultation

A single source of truth, not a larger filing cabinet

Proposed SharePoint structure

One shared knowledge hub, clear functional workspaces, regional coordination and restricted operational areas.

How this supports the matrix: a document has one primary home. Its function, region and initiative are recorded as metadata rather than copied into several folders.

ILC One Team Hub

All ILC

The trusted home for organisation-wide, approved and reusable knowledge.

Owner: One Team / Knowledge stewards

Standard folders

  • 01 Strategy & Governance
  • 02 One Team Planning & Reports
  • 03 Policies, SOPs & Ways of Working
  • 04 Templates, Brand & Toolkits
  • 05 Approved Knowledge Products
  • 06 Onboarding & People Resources
  • 07 Organisation-wide Calendar & Events
  • 99 Archive — Read only

Programme Delivery

Team members

Active programme delivery, learning, land monitoring, research and thematic work.

Owner: Head of Programme Delivery

Standard folders

  • 01 Planning & Management
  • 02 Workstreams
  • 03 Active Initiatives
  • 04 Deliverables & Reviews
  • 99 Closed Work

Accountability

Team members

Governance, membership, gender justice, monitoring, evaluation and learning.

Owner: Head of Accountability

External Relations

Team members

Resource mobilisation, advocacy, communications, campaigns and thematic engagement.

Owner: Head of External Relations

Regional Coordination

Team members

Regional coordination without duplicating the functional source of truth.

Owner: Regional Coordinators

Corporate Services

Team members

Administrative operations, IT and controlled corporate processes.

Owner: Head of Corporate Services

Director’s Office

Restricted

Senior direction, confidential correspondence and restricted travel briefings.

Owner: Director & designated support

Project & Event Workspaces

Team members

Created from one repeatable template for a major initiative or event, then closed out.

Owner: Named project lead

Non-negotiable principles

Store once

Use links and metadata instead of duplicate copies.

Restrict by space

Avoid one-off permissions on individual folders.

Close deliberately

Move completed work to read-only archive with a named owner.

Working standards

Folder hierarchy & naming protocol

Folder numbering: 01–99

Numbers keep each workspace in a predictable order. Use only the folders that serve the work; never create empty numbered folders.

  1. 01–09core management, planning and recurring team functions
  2. 10–89optional workstreams, initiatives or project-specific sections when needed
  3. 90–98closeout or transition material awaiting archival
  4. 99closed/archive material — read only

File naming

[YYYY-MM-DD]_[Topic]_[DocumentType]_[Version]

Example: 2025-05-21_Onboarding_Guidelines_v02

  • Use the original creation date and keep it unchanged throughout the document’s lifecycle.
  • Use underscores, concise and descriptive topics, and a standard document type.
  • Increase v01, v02… only when a revised document is ready to be shared with colleagues.
  • Do not use vague labels such as final, latest or new.