• What it is: The official personal and shared storage platform for York Scouts.

• What it can do: Safely store, organize, and share files across teams, Scout groups, and districts.

• When to use it: Always. All organizational data, forms, and files should be stored here to ensure data security, proper backups, and easy handover between volunteers.

🔒 Data Classification: When storing and sharing files in Google Drive, please ensure you adhere to the City of York Scouts information security tiers. All files must fall under one of our four data classifications: Public, Internal (Default for general Scout admin), Restricted, or Confidential. These are explained in Google Drive when you go to classify a document.

• What it is: Our official organizational email platform.

• What it can do: Send and receive official correspondence, manage your volunteer calendar, and keep your personal and Scouting emails completely separate.

• When to use it: For day-to-day, 1-to-1 or 1-to-few communications with stakeholders, external vendors, and other volunteers.

• What it is: Our group email and shared inbox platform.

• What it can do: Creates a single email address (e.g., support@...) that automatically routes emails to multiple people at once, or acts as a collaborative inbox for a team.

• When to use it: When you need to communicate with an entire team or committee at once, or when a specific role (like a District Support Team) needs a shared inbox that multiple people can manage.

• What it is: Our primary document editing and collaboration suite.

• What it can do: Allows real-time collaboration on spreadsheets, documents, and presentations right inside your web browser.

• When to use it: Preferred for everyday work. You should choose this suite by default because it saves automatically directly to Google Drive. Note: If a specific task requires it, Microsoft Excel, Word, and PowerPoint are also available via our Microsoft 365 package.

🔒 Data Classification: When storing and sharing files, please ensure you adhere to the City of York Scouts information security tiers. All files must fall under one of our four data classifications: Public, Internal (Default for general Scout admin), Restricted, or Confidential. These are explained in Google Drive when you go to classify a document.

• What it is: Our primary digital communication and teleconferencing package.

• What it can do: Hosts virtual meetings, handles instant messaging, and manages group chats for projects.

• When to use it: Preferred over Google Meet. Use Teams for all virtual meetings, especially when you need to record sessions, generate automated transcripts, or host larger events like District Town Halls and AGMs.

• What it is: A simple web design platform for creating internal or limited-access websites.

• What it can do: Quickly builds clean, mobile-friendly web pages to share information visually.

• When to use it: Best for specific York Scouts events, large camps, local conferences, or specialised volunteer hubs.

💡 Important: Please consult the IT / Digital Tools Team before building a site to ensure the best setup and user experience.

• What it is: Our approved organizational AI platform.

• What it can do: Helps brainstorm activity ideas, draft newsletters, summarize lengthy documents, or format text quickly.

• When to use it: Use this as your smart digital assistant whenever you need help drafting content, planning programs, or tackling volunteer admin tasks more efficiently.