Nonprofits and foundations

Industries
Six people, forty volunteers. Records you answer for.
Everybody here does three jobs. Nobody was given the one that keeps the donor list safe.
Book a free consultHow it works
Free

• Ninety minutes
• The report is yours either way
  

The questions you now get asked
Somebody is going to ask where the list lives.
A funder, an auditor, a board member. What a small office looks like when the answer takes one page.
Example: a laptop holding donor list 2023, donor list FINAL, donor list FINAL v3 — three versions

• nobody is sure which — with an arrow down to “One donor list”, holding names
• addresses
• giving history, kept, copied, and open only to who needs it. Off the laptop.
  

the laptop that goes home
donor list 2023
donor list FINAL
donor list FINAL v3
three versions

• nobody is sure which
  

One donor list
names

• addresses
• giving history
  

kept, copied, and open only to who needs it
Off the laptop
The donor list leaves one laptop
Names, addresses and giving history live in one place that is kept and copied, not on a machine that goes home on Friday.
Example access list titled “Who can open the donor list”, with columns person and access ends: Executive director, no end date; Bookkeeper, no end date; Spring drive volunteer, 12 June; Summer intern, 2024, removed. The 2024 intern is crossed out. Ends the same week the season does.
Who can open the donor list
personaccess ends
Executive directorno end date
Bookkeeperno end date
Spring drive volunteer12 June
Summer intern, 2024 removed
Ends the same week the season does
One page: who can open it
The list a board member or an auditor asks for, with every volunteer’s end date already filled in.
Example grant application, Section 4

• Organizational capacity, question 4.3: “How do you protect the personal information you hold?” Required attachment is ticked, and the attachment is “Where our records live
• 1 page”. Written once. Kept true.
  

grant application
Section 4

• Organizational capacity
  

4.3
How do you protect the personal information you hold?
Required attachment
Where our records live

• 1 page
  

Written once. Kept true.
The grant question, already answered
Funders now ask how you protect what you hold. We write your answer once, in plain English, and keep it true.
Example sign-in: a password accepted, then “Enter the 6-digit code” with six boxes filling in.
Enter the 6-digit code
482917
A stolen password is not enough
A second step stands behind the donor file for everyone, not only the director.
Example drawing: two copies in the office, a third one out of reach, and an arrow bringing that one back.
in the office out of reach
Copies you can put back
More than one, and one of them out of the building, where a fire or a theft cannot reach it.
Example board chart titled “Giving by month”, six months, one source.
Giving by monthone source
ONDJFM
Board numbers from one place
Giving by month, from the same source every time, instead of two evenings of working it out.
Example calendar: December 27, 28, 29, 30, 31, with the 31st marked and watched.
December
2728293031
watched
The week you cannot go down
The days between the holidays are the ones your giving page cannot be down. Those get watched hardest.
Maryland’s Personal Information Protection Act asks any organization holding a Maryland resident’s name and details — nonprofits included — for reasonable security procedures, and for the same promised in writing by anyone you hand the list to. Most small offices we walk into have never written theirs down. We write it with you, put the plain parts in place, and keep it true as people come and go. Staying on the right side of it stays yours.
Book a free consult
Ninety minutes on site. You keep the report either way.
We also build
We don’t only keep it running. We build it, too.
Websites, customer portals, booking pages and small tools that take a job off somebody’s desk — designed and built for nonprofits and foundations by the same people who look after your systems.
One firm, one number. Nobody says “that’s the web company, not us.”
A giving page with monthly first
The monthly button sits beside the one-time button, same size, and no account to make.
A supporter sign-in page
Giving history, last year’s receipts, and the expired card fixed by the donor instead of by you.
Volunteer shifts with an end date
People claim a shift, get a reminder, and lose the season’s access when the season ends.
A grant deadline board
Every report, renewal and site visit on one screen, weeks before a funder has to ask.
Talk about building something
Bring it to the same ninety minutes. We’ll tell you whether it is worth building before we quote it.
A nonprofit runs on people who stayed late. The director does payroll on a Sunday. A volunteer still has the password to everything.
What breaks is rarely dramatic. A donor spreadsheet on one laptop. A shared login four people use. A summer intern who still gets the mail.
90 min
on site, no charge
Free
and the report is yours either way
9–9
every day, including Sunday
You already know if this is you

• Whoever set up your email left in 2021. You still email her.
• Your donor list exists in three versions, and nobody is certain which.
• A funder asked how you protect what you hold. The room went quiet.
• Two years of program photos live on one staff member’s phone.
  

Book a free consult
If you hire us
How the handover goes.

• 01First weeks
  

We look and listen
Whatever you have now stays until the new arrangement is proven.

• 02The quiet work
  

We set it right
Open doors closed, copies sorted, small irritations cleared. Mostly out of hours.

• 03After that
  

One number to call
Your people notice one thing: the number they call changes.
Book a free consult
Ninety minutes on site. You keep the report either way.
What we handle
What we take off your plate.
The same steady work underneath, pointed at your week.
The donor list leaves one laptop
Names, addresses and giving history sit somewhere kept and copied, not on a machine that goes home.
Volunteers get in, and get out
Somebody helping for a season gets what that season needs, and loses it the same week.
The board packet stops eating weekends
Your numbers come from one place everybody agrees on, instead of two days of working it out.
A stolen password is not enough
A second step stands behind the donor file for everyone, not only the director.
Copies you can actually put back
We keep more than one, and keep one somewhere a fire or a theft cannot reach.
The question funders now ask
We write down how you keep what you hold, once, in plain English, and keep it true.
Other firms we look after

• Law firmsDeadlines that do not move.
• Accounting practicesBusy season, and no room for downtime.
• Medical and dentalA front desk that cannot stop.
• SchoolsStudent records, and a summer of change.
• Contractors and tradesPeople on sites, not at desks.
• AutomotiveCredit applications, and one system the store runs on.
  

Start with the review. Ninety minutes.
Start with a review: ninety minutes on site, a written report a few days later, and often the honest answer is you need less than somebody said.
Book a free consult
Or ten minutes on the phone first
About half the reports say you’re in decent shape. If that’s you, we say so and leave.
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