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NGO information management
Jennifer L. Tavis
June 01, 2008

http://www.ngohandbook.org/index.php?title=NGO_Information_Management

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One of the biggest operational challenges faced by organizations today is information management. No matter what your organization does, you can't operate without collecting, storing, sharing, and archiving information.

There is a dizzying array of information technology available to help you work more efficiently, but if you don't know how to select and use technology effectively, you can end up with tools that create problems rather than resolving them. Also, the fact that you can automate everything doesn't necessarily mean that you should. Tried and true information management tools like ledger books and filing cabinets still have their place, even in today's high-tech world. In order to select the right tools, you need to understand your needs, to research tools and solutions, to weigh costs and benefits, to ensure that the end users are comfortable with your choices, and to arrange for maintenance and support.

Overview

Understanding your needs
The first step for putting in place information management systems that work is to reach a clear understanding of what information needs to be managed. In other words, don't go out and buy a server because someone told you every office has one these days. Instead, think about what the office staff finds most frustrating and difficult. Does their email keep closing them out because their inboxes are too full? Did someone's computer crash, resulting in the loss of crucial data? Are you storing endless piles of floppy disks? This would mean that you have a need for centralized information storage and for a back-up procedure to ensure that data isn't lost. Purchasing a server is one way to address that need, but it isn't the only way. The better you understand the operational needs that underlie your technology choices, the better the chance that you will make successful choices.

Researching tools and solutions
There are numerous ways to research tools and solutions; to make an informed decision, it's best to use a combination of techniques.

For many of us, our first stop is the Internet. Conducting a search on the words that describe your need will give you a quick overview of the options available to you; however, there is often little to tell you about whether a vendor is reputable or how whether the information you find is reliable. Some websites offer user reviews of the products they sell, which can be illuminating, and it can be helpful to search technology review sites like www.cnet.com or www.zdnet.com to see ratings and compare products. You can also take advantage of technology resources specifically for non-profits, such as www.techsoup.org, www.grassroots.org, or www.npower.org. An Internet search, however, isn't the only way, or even necessarily the best way, to get the information you need.

Another approach, which can be quite effective, is to contact other organizations like yours to find out how they solved the same problem. They will be able to give you more in-depth feedback on what works and what doesn't. They will also be able to save you time by sharing the options they researched and didn't choose, along with their reasons why. If you don't know your peers at other organizations and are feeling uncertain about how to reach out, try contacting organizations like WANGO that have connections throughout the NGO community. While they won't necessarily have the answers to your questions, they may be able to point you toward others who have faced similar challenges.

If you are facing a particularly thorny problem, you may want to turn to a professional for assistance. Depending on your budget and the availability of people with the knowledge and experience you are looking for, you may opt to bring on a volunteer or hire a consultant to help you decide how to fulfill a particular information management need. There are organizations specifically devoted to helping non-profits and NGOs with technology for free or at a low costs (again, www.techsoup.org, www.grassroots.org, and www.npower.org are good US-based resources). You can also take advantage of the expertise of your donors, your board members, or even the population you are assisting. People like to find ways to give that don't involve writing checks, and this can be an interesting and fulfilling opportunity for an experienced professional. If you do choose to bring in someone to help, be clear about your expectations and make sure that you stay engaged with the work being done to ensure that your needs are being met.

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