If 2008 has been an exceptionally challenging year, 2009 promises even greater opportunities to do more with less. These difficult times demand that nonprofit organizations become as efficient and organized as possible and that they employ technology more effectively than ever before to reduce overhead costs while speeding project implementation.
Organizations can take a number of steps right now to keep their technology up-to-date, secure the safety and availability of crucial data, and help ensure that their operations remain healthy in the months ahead. Consider this start-of-the-year checklist to put technology to work for your group in a way that will help you meet the difficult tasks ahead.
Housekeeping actions
1. Organize your e-mail. Take the time to archive old e-mail messages — those in both your Deleted and Sent folders — to help your e-mail system run faster and to make room for more messages. Delete any files remaining in your Junk Mail folder. Check any e-mail folders you have created and delete any messages that are no longer of use. Reorganize any folders that no longer conform to your evolving filing system. Finally, review the e-newsletters that you receive to determine which ones you read and which you quickly delete; unsubscribe from those that are no longer valuable and that are clogging up your Deleted folder.
2. Keep your data secure. Back up critical files and databases off site. In case of a fire, flood or other disaster, keeping a backup in your office does no good — as it likely will be destroyed along with the originals. You can find organizations online that enable you to copy your files to a server via the Internet for secure, password-protected storage and later retrieval from any computer. Alternatively, you can make arrangements with a local provider of data-storage services.
3. Keep your systems secure. Be sure that you have a firewall in place — one that is either software- or hardware-based — to protect your computers from Internet intruders. Protect your system as well with anti-virus and anti-spyware software. Be sure that your security software is up-to-date, including updating the firmware for your firewall and/or router(s).
4. Digitize your information. Paper forms, notes and records can be lost or easily damaged. Scan your current paper-based data into a server or desktop computer so it can be preserved and backed up.
5. Update your software. While Microsoft Windows Update keeps your operating system and Microsoft Office files secure and updated, it will not update non-Microsoft applications. Look online for services like those at Secunia.com that will scan your computer for missing software patches and vulnerabilities. You can find free updates of printer and graphics driver software at manufacturers’ Web sites.
Organizations can take a number of steps right now to keep their technology up-to-date, secure the safety and availability of crucial data, and help ensure that their operations remain healthy in the months ahead. Consider this start-of-the-year checklist to put technology to work for your group in a way that will help you meet the difficult tasks ahead.
Housekeeping actions
1. Organize your e-mail. Take the time to archive old e-mail messages — those in both your Deleted and Sent folders — to help your e-mail system run faster and to make room for more messages. Delete any files remaining in your Junk Mail folder. Check any e-mail folders you have created and delete any messages that are no longer of use. Reorganize any folders that no longer conform to your evolving filing system. Finally, review the e-newsletters that you receive to determine which ones you read and which you quickly delete; unsubscribe from those that are no longer valuable and that are clogging up your Deleted folder.
2. Keep your data secure. Back up critical files and databases off site. In case of a fire, flood or other disaster, keeping a backup in your office does no good — as it likely will be destroyed along with the originals. You can find organizations online that enable you to copy your files to a server via the Internet for secure, password-protected storage and later retrieval from any computer. Alternatively, you can make arrangements with a local provider of data-storage services.
3. Keep your systems secure. Be sure that you have a firewall in place — one that is either software- or hardware-based — to protect your computers from Internet intruders. Protect your system as well with anti-virus and anti-spyware software. Be sure that your security software is up-to-date, including updating the firmware for your firewall and/or router(s).
4. Digitize your information. Paper forms, notes and records can be lost or easily damaged. Scan your current paper-based data into a server or desktop computer so it can be preserved and backed up.
5. Update your software. While Microsoft Windows Update keeps your operating system and Microsoft Office files secure and updated, it will not update non-Microsoft applications. Look online for services like those at Secunia.com that will scan your computer for missing software patches and vulnerabilities. You can find free updates of printer and graphics driver software at manufacturers’ Web sites.
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