Document storage for non-profit
December 8, 2019 8:51 AM Subscribe
I've been tasked with coming up with a way to manage and store documents for a non-profit I volunteer with and I've got quite a list of pros and cons of various options but would love to hear if you've come up with a great solution to this issue as it relates to any group that needs document storage for now and into the future with changeover of hands, etc..
We use GSuite for our organization with each new member getting an org email. So far, people who volunteer do generate documents using Google Docs to varying success. Our group ranges from tech-phobic (What about people who don't use email?) to tech mildly-savvy. Obviously, the solution can't accommodate the tech-phobic. However, the current mode has been that documents sort of get shared around and when you need something you ask the group and folks dig in their emails to find the document and share it again. Of course, this is terrible as people leave the group and take their knowledge with them. We have three kinds of document storage needs:
1. Documents of record that the non-profit needs in perpetuity like tax records, bylaws, annual reports, budgets, etc..
2. Private documents like payroll information which need to be access-limited.
3. Working files like all the graphic design and marketing assets for all the flyers and promotional materials we produce every year. Working files like email distribution lists, vendor lists, site maps, etc..
Currently, we have had a year of working with Dropbox as a repository but they are really trying to push us into a paid plan which by my calculations of using it as minimally as possible would cost about $450/yr. And, of course, someone needs to manage it and access it and know how to deal with Dropbox. Moving to some sort of Google solution is a possibility and one thought is to have a dummy email account for accessing a repository and then periodically changing the password on that account when people leave the org. I'm a little worried about people understanding how that works and can easily see a new member storing all kinds of personal and non-org related documents there especially as it's not uncommon for folks to have a personal gmail account and already there has been some confusion when they get their new one when they join our organization.
As always, costs of everything is a concern. Fundraising has been on a slow downturn over the last few years which is frustrating. We are usually in the black at the end of the year but our carryover this year is looking to be about $800 so $450 for a document repository that is difficult for people to understand might be a tough line item to handle.
As for the working files, right now those folks keep everything on their home computers. I've gotten the base assets backed up to Dropbox for the graphic design stuff and I need to make a list of the other files that we must have. But, obviously, it would be great if the whole library of working files was under control of the org. But, we'd definitely need a larger storage plan than our version of Dropbox for those folks to do their work/syncing to storage.
Thoughts on best solutions here?
We use GSuite for our organization with each new member getting an org email. So far, people who volunteer do generate documents using Google Docs to varying success. Our group ranges from tech-phobic (What about people who don't use email?) to tech mildly-savvy. Obviously, the solution can't accommodate the tech-phobic. However, the current mode has been that documents sort of get shared around and when you need something you ask the group and folks dig in their emails to find the document and share it again. Of course, this is terrible as people leave the group and take their knowledge with them. We have three kinds of document storage needs:
1. Documents of record that the non-profit needs in perpetuity like tax records, bylaws, annual reports, budgets, etc..
2. Private documents like payroll information which need to be access-limited.
3. Working files like all the graphic design and marketing assets for all the flyers and promotional materials we produce every year. Working files like email distribution lists, vendor lists, site maps, etc..
Currently, we have had a year of working with Dropbox as a repository but they are really trying to push us into a paid plan which by my calculations of using it as minimally as possible would cost about $450/yr. And, of course, someone needs to manage it and access it and know how to deal with Dropbox. Moving to some sort of Google solution is a possibility and one thought is to have a dummy email account for accessing a repository and then periodically changing the password on that account when people leave the org. I'm a little worried about people understanding how that works and can easily see a new member storing all kinds of personal and non-org related documents there especially as it's not uncommon for folks to have a personal gmail account and already there has been some confusion when they get their new one when they join our organization.
As always, costs of everything is a concern. Fundraising has been on a slow downturn over the last few years which is frustrating. We are usually in the black at the end of the year but our carryover this year is looking to be about $800 so $450 for a document repository that is difficult for people to understand might be a tough line item to handle.
As for the working files, right now those folks keep everything on their home computers. I've gotten the base assets backed up to Dropbox for the graphic design stuff and I need to make a list of the other files that we must have. But, obviously, it would be great if the whole library of working files was under control of the org. But, we'd definitely need a larger storage plan than our version of Dropbox for those folks to do their work/syncing to storage.
Thoughts on best solutions here?
If you are already using G Suite don't you already have access to the Google Drive interface, which lists out all the files etc? You can use it to upload any type of file. I don't understand why you'd need Dropbox on top of that. Can you clarify why that isn't suitable? Does your org just need training in how to use g suite?
posted by bleep at 9:41 AM on December 8, 2019 [2 favorites]
posted by bleep at 9:41 AM on December 8, 2019 [2 favorites]
Seconding just use Google Suite. Someone should be tasked specifically with being the admin to set up the basic file system and help maintain order in the shared drive, otherwise people will as always get all messy with file permissions and where stuff gets stored. The admin interface for Drive should allow that person to set blanket access permissions for users as they come and go with the organization.
posted by Wretch729 at 10:24 AM on December 8, 2019 [2 favorites]
posted by Wretch729 at 10:24 AM on December 8, 2019 [2 favorites]
You need an organized and managed Google Drive with an established folder system (year/finance/taxes, for example), with specific naming convention and guidelines on permissions for each folder. I recommend writing out your system and permissions plan and keeping it in there as a doc available to everyone. You should also have someone managing it to ensure consistency.
posted by Toddles at 1:58 PM on December 8, 2019 [1 favorite]
posted by Toddles at 1:58 PM on December 8, 2019 [1 favorite]
You also need to be regularly copying things off Google drive onto something you own, forever and always, which can be accessed without an account/log in associated with Google.
If you have a Microsoft license and a single admin login for your Microsoft license, you can use their OneDrive. It's free up to a certain point without a Microsoft license, as well. Files stored there can be shared, as well, But again, you want to be regularly copying them onto something you own, forever and always, which can be accessed without that admin login.
posted by crush at 2:42 PM on December 8, 2019 [1 favorite]
If you have a Microsoft license and a single admin login for your Microsoft license, you can use their OneDrive. It's free up to a certain point without a Microsoft license, as well. Files stored there can be shared, as well, But again, you want to be regularly copying them onto something you own, forever and always, which can be accessed without that admin login.
posted by crush at 2:42 PM on December 8, 2019 [1 favorite]
Amazon s3. Cheap, reliable, restricting/revoking access is relatively simple but powerful.
posted by hypercomplexsimplicity at 10:49 PM on December 8, 2019
posted by hypercomplexsimplicity at 10:49 PM on December 8, 2019
« Older Historical ship travel prices? | Good Games To Play While Watching TV / Listening... Newer »
This thread is closed to new comments.
posted by ourobouros at 8:58 AM on December 8, 2019 [1 favorite]