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GoI-UNDP Disaster Risk Reduction Programme (2009-2012) Process Documentation. Contents. The meaning and the importance of documentation Our experiences in documentation Identify our documentation needs, target audiences and appropriate medium

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  1. GoI-UNDP Disaster Risk Reduction Programme (2009-2012)Process Documentation

  2. Contents The meaning and the importance of documentation Our experiences in documentation Identify our documentation needs, target audiences and appropriate medium Enable to document our work Crisis Prevention & Recovery GoI-UNDP Disaster Risk Reduction Programme (2009-2012)

  3. Why is documentation important? Get our message across Convey messages/promote partnership Monitor, evaluate, understand the impact and make course corrections For advocacy purposes Influence policies and practices Institutional memory Capture events, learning and experiences Generate knowledge Information collection Crisis Prevention & Recovery GoI-UNDP Disaster Risk Reduction Programme (2009-2012)

  4. What is documentation? It’s an effective source for providing relevant information and data that could be used for all purposes as appropriate. It’s also key to knowledge management. Crisis Prevention & Recovery GoI-UNDP Disaster Risk Reduction Programme (2009-2012)

  5. What to Document? Capturing the negatives and lessons learned The events which are relevant to project activities Crisis Prevention & Recovery GoI-UNDP Disaster Risk Reduction Programme (2009-2012)

  6. Means of Documentation Photographs Videos and documentaries Note taking Case studies Reports Articles Journals Impact Assessment through focus group discussions, interviews as well as feedback forms Crisis Prevention & Recovery GoI-UNDP Disaster Risk Reduction Programme (2009-2012)

  7. Photo Documentation What needs to be captured? Events/workshops Meetings Trainings Mock drills Action photographs at the field Crisis Prevention & Recovery GoI-UNDP Disaster Risk Reduction Programme (2009-2012)

  8. Case Studies Systematic way of looking at events Collecting data, analyzing, information, and reporting the results In-depth examination of a single instance or event Means to document the effectiveness of the initiatives taken under the programme Crisis Prevention & Recovery GoI-UNDP Disaster Risk Reduction Programme (2009-2012)

  9. Documentation of press clippings/TV/Radio bytes This ensures : Getting a first-hand feedback on the programme’s success Can be used during reporting process Creates awareness Crisis Prevention & Recovery GoI-UNDP Disaster Risk Reduction Programme (2009-2012)

  10. Documenting Lessons Learned Documenting of lessons learnt during the implementation process It’s a means of sharing knowledge, experiences and others can learn too. Crisis Prevention & Recovery GoI-UNDP Disaster Risk Reduction Programme (2009-2012)

  11. Collection of DM related data There is need to collect disaster management data for updation of IDRN/IDKN Through workshops, government departments, NGOs, & the private sectors will be brought together and trained on data standardization and the need for collaboration. Crisis Prevention & Recovery GoI-UNDP Disaster Risk Reduction Programme (2009-2012)

  12. Information Database Includes maintaining a data base of: Trainings conducted Mock-drills conducted Participants (Both men and women i.e. sex disaggregated data) Resource people (like master trainers) Stakeholders like NGO’s, civil society organizations etc Crisis Prevention & Recovery GoI-UNDP Disaster Risk Reduction Programme (2009-2012)

  13. Documentation as a multi-faceted tool Proper documentation is important as it serves as a: Report card of the entire project Can be used as a reference for years to come Feeds in with content during preparing annual reports, donor reports Provides content for manuals, publications, website Crisis Prevention & Recovery GoI-UNDP Disaster Risk Reduction Programme (2009-2012)

  14. Thank you Crisis Prevention & Recovery GoI-UNDP Disaster Risk Reduction Programme (2009-2012)

  15. Crisis Prevention & Recovery GoI-UNDP Disaster Risk Reduction Programme (2009-2012)

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