1. Purpose
The purpose of this policy is to ensure a smooth and efficient transition to Google Workspace for all Executive Service Corps (ESC) Volunteers and consultants. This document outlines the procedures for using Google Workspace tools to conduct ESC business, including email, file storage, virtual meetings, and collaborative work, while maintaining security and compliance with legal requirements.

2. Scope
This policy applies to all ESC consultants. It covers the use of ESC-issued Google Workspace accounts, email handling, document storage, collaboration tools, and conference call software.

3. Policy
3.1 Google Workspace Email Accounts
- All ESC consultants will be provided with a new ESC email address (e.g., firstname.l@execservicecorps.org) to be used exclusively for ESC-related business.
- Consultants must use their ESC email address for all communications related to ESC activities. Personal email accounts should not be used for ESC business under any circumstances.
- Access to ESC email accounts can be done via Gmail or configured in Outlook. However, forwarding ESC emails to personal email addresses is strictly prohibited due to security and legal concerns.

3.2 Google Drive Storage
- Each consultant will be allocated a dedicated Google Drive storage space for storing all ESC-related files and documents.
- Consultants are required to store all ESC-related documents, presentations, reports, and other files in their assigned Google Drive storage. This ensures easy access, collaboration, and compliance with ESC's document management policies.
- Files should be organized in a manner that facilitates easy access and retrieval. Sensitive or confidential documents must be appropriately labeled and shared only with authorized individuals within ESC.

3.3 Google Meet for Virtual Meetings
- All ESC virtual meetings, including client consultations, internal team meetings, and training sessions, will be conducted using Google Meet.
- The use of alternative conferencing software (e.g., Zoom, Microsoft Teams, etc.) for ESC business is not permitted. This policy ensures consistency, security, and ease of access for all participants.
- Consultants are expected to familiarize themselves with the Google Meet platform and utilize it for all scheduled meetings.

3.4 Google Calendar for Scheduling
- ESC consultants will use Google Calendar to schedule and manage all ESC-related meetings, deadlines, and events.
- Consultants are expected to regularly update their Google Calendar to reflect their availability and ESC-related commitments.
- Shared calendars may be created for team collaboration, ensuring transparency and coordination across projects.

3.5 Google Chat for Internal Communication
- Google Chat will be the primary platform for internal communication among ESC consultants.
- Consultants should use Google Chat for quick messaging, team discussions, and sharing relevant information in real-time.
- Group chats and rooms can be created for specific projects or teams, facilitating efficient communication.

3.6 Google Docs, Sheets, and Slides for Collaboration
- ESC consultants will use Google Docs, Sheets, and Slides for creating, editing, and collaborating on documents, spreadsheets, and presentations.
- All ESC-related work should be conducted using these tools to ensure easy collaboration and version control.
- Consultants are encouraged to use the real-time collaboration features of these tools to work together with colleagues and clients.

3.7 Additional Google Workspace Apps
- Other Google Workspace apps, such as Google Forms, Google Sites, and Google Keep, may be used as needed for specific ESC projects or tasks.
- Consultants should ensure they are familiar with these tools and utilize them according to the needs of their work and the requirements of ESC.

4. Security and Compliance
Consultants must adhere to ESC’s security policies when using Google Workspace. This includes protecting login credentials, using two-factor authentication, and reporting any suspicious activities.
All ESC-related data stored in Google Drive and other Google Workspace apps must be handled in compliance with ESC’s data protection policies and any applicable legal requirements.

5. Implementation and Support
ESC will provide training sessions and resources to help consultants transition to Google Workspace. These sessions will cover the use of Gmail, Google Drive, Google Meet, Google Chat, Google Calendar, and other relevant Google Workspace tools.
Technical support will be available to assist consultants with setup, troubleshooting, and any other issues related to the use of Google Workspace.

6. Enforcement
Non-compliance with this policy may result in termination of the consultant's Google Workspace account.
It is the responsibility of each consultant to read, understand, and comply with this policy.

7. Review and Updates
This policy will be reviewed annually or as needed to ensure it remains current with technology and legal requirements.