Montana Nonprofit Association

promoting a strong nonprofit sector in MONTANA

Principle: Information & Technology

A nonprofit must manage information with regard to confidentiality, safety, accuracy, integrity, reliability, cost-effectiveness, and legal compliance. A nonprofit should utilize appropriate technology to enhance capacity and thereby improve its efficiency, effectiveness, and accuracy in the achievement of its mission.


Information Management and Policies
1. A nonprofit should have information systems in place that provide timely, accurate, and relevant information.

2. A nonprofit should have technology use and security policies that address staff and board use and that prescribe how all organizational information is gathered and stored, how accuracy is maintained, how and what information is backed up, and to whom information is made available.

3. A nonprofit must have a written policy regarding document retention and periodic destruction that includes guidelines for handling electronic files and voicemail, as well as back up procedures, archiving of documents, and regular inspections of the reliability of the system.  US 

4. A nonprofit should designate responsibility for maintaining the organization’s information systems to more than one staff person, volunteer, or board member; one person should be primarily responsible and at least one other person should be the back-up. All staff should have ongoing training in order to use the systems relevant to their work.

5. A nonprofit should have a written technology plan that is integrated into its short-and long-term strategic and operational plans. The plan should include assessment and provide for funding of necessary technology acquisition and upgrades. 

6. A nonprofit should invest in appropriate telecommunications equipment (such as telephones, voice mail, and fax machines), up-to-date, compatible computer hardware and software, email accounts, and Internet access to enhance its ability to achieve its mission. A nonprofit should have a catastrophic recovery plan and should utilize at least minimal security measures, such as off-site electronic back-up, virus protection (updated regularly), and firewalls. It should develop and regularly update its website and maintain email accounts.

7. A nonprofit that chooses to invest in technology equipment should allocate sufficient resources both to train its board of directors, employees, and volunteers in its use and to maintain and service that equipment. A nonprofit should also ensure that its support agreements are up-to-date.

8. A nonprofit should monitor ongoing technological developments that may have an impact on its information systems or its ability to fulfill its mission.

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