Here are some tips for organizing and labeling your documentation in Grants Portal:

• Create Folders: The Applicant can create folders within Grants Portal to categorize and organize their documentation.  These folders can be named based on the type of documentation or the specific project/task they relate to. For example, folders can be created for pre-disaster photos, damage assessment reports, invoices, permits, etc.
• Use Descriptive Labels: Within each folder, the Applicant should use descriptive labels for individual documents. These labels should clearly indicate the content or purpose of the document. For example, a label for a photo document could be "Pre-Disaster Condition - Building A" or "Damage Assessment - Road Repair."
• Follow a Consistent Naming Convention: It is helpful to establish a consistent naming convention for documents to ensure clarity and ease of navigation. The naming convention can include relevant information such as the date, location, and type of document. For example, a document related to a damage assessment conducted on January 1, 2022, in City X can be named "20220101_DamageAssessment_CityX."
• Use Subfolders if Necessary: If there are multiple subcategories within a folder, the Applicant can create subfolders to further organize the documentation. For example, within the "Invoices" folder, subfolders can be created for different vendors or types of expenses.
• Maintain a Logical Folder Structure: It is important to maintain a logical folder structure that is intuitive and easy to navigate. The Applicant should consider the needs of reviewers and auditors who may access the documentation and ensure that the folder structure aligns with the requirements and expectations of the Public Assistance program.
• Regularly Update and Review: The Applicant should regularly update the folders and labels as new documentation is added or changes occur. It is also important to review the organization periodically to ensure that it remains efficient and effective.

By following these steps, the Applicant can effectively organize and label their documentation in Grants Portal, making it easier to locate and review the necessary information during the Public Assistance grant process.

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