As a relatively new non-profit anticipating significant growth we are evaluating cloud based document storage and sharing options. We have secured areas on a recently upgraded website, but while admins can post things there it does not seem to be a logical option for organization and storage of folders and files.
We have been making good use of our Slack workspace (with an upgrade as a qualified non-profit) and I'm considering an integration with Google Docs or Dropbox. TechSoup has a donor arrangement with Box for a small admin fee, and I wonder if anyone might have input, experience or opinions on any of these.
I have worked with several organizations that use Slack, Google Docs and/or Dropbox. And I'll tell you that, no matter what the IT person said and tried to mandate, people used what they felt most comfortable using.
-=-=-=-=-=- Jayne Cravens Author, The LAST Virtual Volunteering Guidebook
The only cloud file storage solution I trust and use these days is Sync.com. Unlike most others, Sync provides 100% end-to-end file encryption. You won't find this feature with Dropbox or Google Drive/Docs.
Also very important to me is that Sync is a Canadian-based company and all data is kept in Canada 100% of the time -- and never stored on US-based servers or in other countries (which would automatically make your data subject to the laws of those countries). That's really comforting to me.
Yann ToledanoForum Moderator, TechSoup.orgDigital Marketing ConsultantYTConsulting.com@MarketingYann
100% agree with your approach to consider a core document management software rather than storing them all on a website.
What types of documents/folders/departments are you looking to store?
Regarding Yann, If end-to-end encryption-security is a concern we offer that within our SaaS/cloud solution at no additional cost.
Regarding Jayne, this is very true and happens all of the time where an organization with have a file share and then every user will have their own personal storage. It turns into a nightmare for back-ups and sharing of documents and controlling access. Cheap personal file shares such as Google Drive, OneDrive, Box, DropBox etc. are great at storing documents but offer very few additional benefits in which the user would see value in using so they just stick with what they like best.
You may want to consider a centralized document management software that provides real value to all of the users that makes their lives easier such as automated file name building, automated folder structure building, OCR for full text-search, digital signature feature included at no additional charge, automated reminders, reporting and real multi-stage approval processes to make processes more efficient making your users work easier to manage.
I'd go with the entire Google Suite. Docs, email, drive, etc. You can get it all free thru Techsoup/Google. You'll probably need a little technical setup help to get DNS and admin settings up and running smoothly, but it really runs itself after. Depending on your users desire - they can work in the web tools, or use Outlook/Windows explorer/etc.
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