Information Sharing and Collaboration Tools

Google Workspace: a collection of cloud computing, productivity, and collaboration tools, software and products. It consists of Gmail (email application), Google Calendar, Google Meet (video communication service), Google Chat (direct messaging service), Google Drive, Google Sheets, Google Slides, Google Forms (survey administration software), Google Jamboard (an interactive virtual whiteboard), Google Sites (a wiki and webpage creation tool), and an Admin Panel for managing users and services. While most of these services are individually available at no cost to consumers who use their free Google (Gmail) accounts, Google Workspace (a paid version) adds security and enterprise features such as custom email addresses at a domain (e.g., @yourorganization.com), an option for unlimited Drive storage, additional administrative tools and advanced settings, as well as 24/7 phone and email support. 

Google Drive: a file storage and syncing service. Google Drive allows users to store files in the cloud (on Google’s servers), sync files across devices, and share files with users both internally and external to an organization. Google Drive also offers apps with offline capabilities. Google Drive encompasses Google Docs, Google Sheets, and Google Slides. Files created or edited on these platforms are saved in Google Drive. Google Drive offers users 15 GB of free storage. Additional storage is available via paid plans. Files are searchable and can be organized into folders. Users can change privacy settings for individual files and folders. 

OneDrive: a file hosting service operated by Microsoft. It enables registered users to share and sync their files with users both internally and external to an organization. OneDrive also works as the storage backend of the web version of Microsoft Office. OneDrive offers 5 GB of storage space for free. Paid storage options are available either separately or with Office 365 subscriptions. In addition, Microsoft Office apps directly integrate with OneDrive. 

MS SharePoint: a web-based collaborative platform or “team site” that integrates with Microsoft Office. SharePoint is primarily sold as a document management and storage system, but the product is highly configurable. It is a tool that helps an organization manage its internal communications, applications, and information. SharePoint contains team collaboration groupware capabilities, including: project scheduling [integrated with MS Outlook (email service) and MS Project (project management software)], social collaboration, shared mailboxes, and project-related document storage.

Google Sites: is a structured wiki and web page creation tool, included as part of the free, web-based Google Docs Editors suite. Google Sites is only available as a web application. The app allows users to create and edit files online while collaborating with other users in real-time. Google Sites can be used to create free and simple websites for agencies/organizations, programs, and initiatives. This website (Tools and Resources for Earthquake Programs) is an example of a Google Site. 

Google Forms: is a survey administration software included as part of the free, web-based Google Docs Editor suite. Google Forms is only available as a web application. The app allows users to create and edit surveys online while collaborating with other users in real-time. The collected information can be automatically entered into a spreadsheet. Google Forms can be used to support multi-agency collaboration, such as surveying partners to identify a meeting time, or ask partners to contribute their opinions or information. 

Dropbox: a file hosting service that offers cloud storage, file sync, online file collaboration, and file organization. Files are searchable and can be organized into folders. Users can change privacy settings for individual files and folders. Dropbox offers free storage for up to 2 GB. Discounts on paid plans are available to nonprofit organizations. 

Slack: an instant messaging program. Users can communicate with voice calls, video calls, text messaging, and share media and files in private chats or as part of communities called “workspaces”. Slack chat rooms can be organized by topic, private groups, and direct messaging. Slack integrates with other software, including Google Drive, Dropbox, and many other products. Slack is owned by Salesforce. 

MS Teams: a communication platform that is part of the Microsoft 365 family of products. Teams offers workspace chat and videoconferencing, file storage, and application integration. Users can use the breakout rooms feature to split the meeting into small groups. Team members can join through invitation sent by a team administrator or owner or sharing of a specific URL. Channels allow team members to communicate without the use of email or group SMS (texting).

Zoom: provides online chat and videotelephony services used for video communications (Meetings), messaging (Chat), voice calls (Phone), conference rooms for video meetings (Rooms), virtual events (Events) and contact centers (Contact Center) and offers an open platform allowing third-party developers to build custom applications. Free accounts have limits on the number of participants and the duration of meetings. 

CUSEC Regional Information Sharing Platform (RISP): a regional information sharing hub for CUSEC Member States and partner organizations to share data, web applications, and other resources. Designed to support emergency managers across multiple organizational areas, the data and web applications found in the RISP can help your organization’s preparedness, mitigation, response, and recovery efforts. This platform is currently being used to track personal protective equipment (PPE).

Community Lifeline Reporting template: provides state and local agencies a lightweight, easy-to-use capability to track and share the status of FEMA’s seven Community Lifelines.

Regional Common Operating Picture Dashboard Series: In 2015, CUSEC and its Member States, with major funding support from the Delta Regional Authority, partnered to implement the first phase of a new regional information sharing project using geographic information systems (GIS) and other emerging technology to support emergency response, recovery, and community resiliency. Integral to this project is the CUSEC Regional Common Operating Platform (RCOP)— a cloud-based GIS and information management and sharing platform. The CUSEC RCOP was established to provide an eight-state operational view of essential elements of information (EEIs) such as power outages, transportation infrastructure, critical facility status, shelter status, and more.

CUSEC State Geologist Field Reporting template: providesa post-disaster reporting process for state geologists, and enables data collected to be seamlessly shared to state emergency operation centers, federal partners, and neighboring states.