# Google Drive Index AIESEC in Denmark's Google Drive is the central repository for all operational documents — reports, templates, meeting minutes, brand assets, conference materials, and more. This page maps the Drive structure, explains how to navigate it, and covers access requests and naming conventions. {% hint style="info" %} The Drive was reorganized in 2025–26 into a numbered folder system (01–11) to align with the Knowledge Hub structure and make navigation intuitive. If you are used to the old structure, use this page as your guide to find where things have moved. {% endhint %} ## Drive Structure The top-level of the AIESEC in Denmark Shared Drive is organized into eleven numbered folders, each corresponding to a pillar of the Knowledge Hub. | Folder | Name | Contents | | ----------------------------- | ------------------------------------------------------------------------------------------------------------------------ | ---------------------------------------------- | | `01 — General Knowledge` | AIESEC history, global structure references, dictionary, SDG resources | Background and reference material | | `02 — AIESEC in Denmark` | National structure, LC info, MC team records, national strategy documents | Entity-specific organizational documents | | `03 — Functional Knowledge` | Subfolder per function (oGX, iGX, BD, MKT, TM, ER, Finance, OD) with education materials, standards decks, and templates | Functional education and operational resources | | `04 — National Strategy` | Strategic Term Plan (STP), goal-setting tools, planning documents | Strategic planning documents | | `05 — Governance` | Compendium (national and global), ECB records, AEPP/APIP, ethics, GDPR, finance templates, audit records | Governance, compliance, and legal documents | | `06 — Leadership` | Team Leader guide, VP guide, LCP hub, MC role descriptions, Personal Development Plans (PDPs), LeaderLab materials | Leadership development resources | | `07 — Recruitment` | Recruitment toolkit templates, application forms, interview scorecards, onboarding tools | Recruitment and onboarding materials | | `08 — Standards & Compliance` | National standards decks, LOCO guides, audit checklists, case flow templates | Standards monitoring and compliance | | `09a — Conference Management` | Conference Guide, Manager Guide, Agenda Guide, OC Guide, planning templates | Conference planning resources | | `09b — Conference Archive` | Subfolders by term (e.g., `2024-25/`, `2023-24/`) containing session materials, photos, decisions, and feedback | Historical conference outputs | | `10 — Resources & Tools` | Brand assets, Canva templates, tool guides, general templates | Cross-functional resources and brand materials | | `11 — Surveys` | NMS templates, exit survey results, reintegration survey data | Survey instruments and results | ## Navigating the Drive ### Finding What You Need 1. **Start with the folder number.** If you know the topic area, go directly to the numbered folder. 2. **Use Google Drive search.** The search bar at the top of Drive is powerful — search by filename, content, or file type. 3. **Check this page.** If you are not sure which folder holds what you need, use the table above. 4. **Ask your VP or TL.** They can point you to the exact file or subfolder. ### Subfolder Conventions Within each top-level folder, content is organized by: * **Function** (where applicable) — e.g., `03 — Functional Knowledge/oGX/`, `03 — Functional Knowledge/MKT/` * **Term** (for time-bound content) — e.g., `09b — Conference Archive/2024-25/` * **Document type** — e.g., `Templates/`, `Meeting Minutes/`, `Reports/` ## Access Requests ### Who Gets Access to What | Role | Default Access | | ------------------- | ------------------------------------------------------------------------------------ | | New member | LC-level folders + `10 — Resources & Tools` (read-only) | | Team Leader (TL) | Same as new member + functional subfolder in `03` (edit) | | Vice President (VP) | All LC-level folders (edit) + national folders relevant to function (read or edit) | | LCP | All LC-level folders (edit) + all national folders (read) + `05 — Governance` (edit) | | MC member | Full access to all national folders (edit) | ### How to Request Access 1. **LC-level access:** Contact your VP Talent Management (TM) or LC admin. They manage LC Drive permissions. 2. **National-level access:** Contact the MC Vice President or MC TM Manager. Explain what you need access to and why. 3. **Specific file or folder:** If you can see a file but cannot open it, click "Request access" in Google Drive. The file owner will receive your request. {% hint style="warning" %} Access is granted on a need-to-know basis. Not every member needs edit access to every folder. If your access request is declined, it is likely because the content is restricted to a specific role or function — not because someone is being difficult. {% endhint %} ### Access Review The MC TM Manager reviews Drive permissions at the start of each term and after each recruitment wave to: * Add new members who need access * Remove access for members who have left the organization * Update permissions for members who have changed roles ## Naming Conventions Consistent file naming makes the Drive searchable and prevents duplicates. Follow these rules for all files you create or upload. ### File Naming Format ``` [YYYY-MM] [Type] [Description] — [Author/LC] ``` **Examples:** * `2026-04 Report LC Quarterly Financial Report — Copenhagen` * `2026-03 Minutes EB Meeting — Aarhus` * `2026-02 Template Partnership Agreement — National` * `2025-12 Presentation CITIUS Plenary Slides — MC` ### Rules 1. **Date first.** Always start with the year and month in `YYYY-MM` format. This ensures files sort chronologically. 2. **Type second.** Use a short descriptor: `Report`, `Minutes`, `Template`, `Presentation`, `Plan`, `Budget`, `Tracker`, `Photo`, etc. 3. **Description third.** A brief, clear description of the file's content. 4. **Author/LC last.** Who created it or which LC it belongs to, separated by an em dash. 5. **No special characters.** Avoid `/`, `\`, `#`, `%`, `&`, or other special characters in file names. Use hyphens or spaces. 6. **No version numbers in the filename.** Use Google Drive's built-in version history instead of saving `v2`, `v3`, `FINAL`, `FINAL FINAL`. {% hint style="info" %} If you are uploading a file that someone else created (e.g., a partner contract), rename it to follow the convention before placing it in the Drive. It takes 10 seconds and saves everyone time later. {% endhint %} ## Folder Maintenance ### Who Maintains What | Folder | Primary Maintainer | | ------- | ---------------------------------------------- | | `01–02` | MC Vice President | | `03` | Each MC functional manager for their subfolder | | `04` | MC President | | `05` | MC Vice President + MC Finance Manager | | `06` | MC TM Manager | | `07` | MC TM Manager | | `08` | MC Vice President | | `09a` | MC Vice President / Conference Manager | | `09b` | MC Vice President | | `10` | MC MKT Manager | | `11` | MC TM Manager | ### Cleanup Schedule * **Monthly:** Each maintainer reviews their folder for misplaced files, duplicates, and files with incorrect naming. * **End of term:** Major cleanup — archive term-specific content into the appropriate year folder, remove drafts that were never finalized, and ensure all templates are current. {% hint style="danger" %} Never delete files from the Shared Drive without checking with the folder maintainer. Google Drive's Shared Drive trash is permanent after 30 days, and deleted files may be unrecoverable. {% endhint %} *Last updated: April 2026 · Maintained by: MC Vice President* --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://hubby.aiesec.dk/resources-and-tools/google-drive-index.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.