Contents About This Guide............................................................................................................1 Who is This Guide For? ..............................................................................................1 Using the Guide ..........................................................................................................1 How This Guide Will Help You to Do Your Job............................................................2 What You Will Be Able to Do With This Guide.............................................................2 Before You Begin — A Note About Windows ..............................................................2 Standard 1: Establish Strategy, Policies, and Documentation......................................3 Section 1: Technology Strategy and Planning .............................................................4 Why Do I Need a Technology Strategy? .....................................................................4 What is a Technology Strategy? .................................................................................4 How Do I Develop a Technology Strategy?.................................................................5 Developing Your Technology Strategy ........................................................................6 Section 2: Inventory and Assess Your Technology Resources................................10 Why Document Your Technology Resources?..........................................................10 What to Document ....................................................................................................11 How to Document Your Technology..........................................................................11 Inventory and Assessment Resources ......................................................................11 Section 3: What to Consider When Investing in Hardware or Software ...................12 Investing in Hardware or Software ............................................................................12 Hardware Basics.......................................................................................................13 Software Basics ........................................................................................................23 Installing and Maintaining Software...........................................................................28 Network Basics .........................................................................................................30 Server Basics............................................................................................................36 Website Basics .........................................................................................................45 Section 4: Budgeting for Technology .........................................................................51 What to Include in Your Budget.................................................................................51 Understanding Total Cost of Ownership (TCO) .........................................................52 Understanding Return on Investment (ROI) ..............................................................52 Additional Resources ................................................................................................53 THE TECHNOLOGY CAPACITY PROJECT GUIDE II Standard 2: Secure Network and Data ..........................................................................54 Section 1: Documenting Support and Maintenance Systems ...................................55 Who Takes Care of Technology in Your Organization?.............................................55 Technology Job Descriptions ....................................................................................56 How Do You Communicate About Technology?........................................................56 Section 2: Collecting and Reporting on Data .............................................................58 Storing and Using Data .............................................................................................58 Common Tools to Collect and Analyze Data .............................................................59 Next Steps to Be More Data-driven...........................................................................59 Advanced Data Usage ..............................................................................................60 Section 3: Security and Privacy Basics ......................................................................61 Why Data Privacy and Security Matter......................................................................61 Understanding Security Threats................................................................................62 Documenting Data Privacy Policies and Procedures.................................................63 Best Practices to Help Keep Data Secure .................................................................65 Standard 3: Implement Network Support and Maintenance ........................................76 Section 1: Securing Your Assets ................................................................................77 Secure Technology Assets Checklist ........................................................................77 Section 2: Maintaining and Supporting Your Systems ..............................................78 User Support.............................................................................................................78 Internal Support ........................................................................................................79 External Support .......................................................................................................80 Additional Resources ................................................................................................83 Standard 4: Update and Sustain Network Assets and Infrastructure .........................84 Section 1: Update Network ..........................................................................................85 Section 2: Disaster Planning .......................................................................................86 Documentation..........................................................................................................86 Unified Communications ...........................................................................................86 Backup......................................................................................................................87 Human-Made Disasters and Accidents .....................................................................88 Disaster Planning Checklist.......................................................................................89 Conclusion: Becoming Flexible by Default ................................................................90 Section 3: Revise Your Technology Budget...............................................................91 THE TECHNOLOGY CAPACITY PROJECT GUIDE III Standard 5: Incorporate Cloud & Social Media Asset...................................................92 Section 1: Cloud Computing for Nonprofits ...............................................................93 What is Cloud Computing?........................................................................................93 Basic Types of Cloud Computing ..............................................................................93 Advantages and Drawbacks of Cloud Computing .....................................................94 Types of Cloud Applications for Nonprofits................................................................95 A Few Tips for Going Into the Cloud .........................................................................97 Learn More ...............................................................................................................97 Section 2: Social Media Practices for DV Organizations ...........................................98 Using Social Media Safely.........................................................................................98 Developing a Social Media Strategy..........................................................................98 Developing a Social Media Policy .............................................................................99 Additional Resources .............................................................................................. 100 Conclusion..................................................................................................................... 101 Contributors................................................................................................................... 102 Appendix ........................................................................................................................ 104 TechSoup IT Baseline Standards Goals, Objectives and Process for DV Agencies ............................................................................................................... 105 Baseline Goals ............................................................................................................. 105 Baseline Objectives ...................................................................................................... 105 TechSoup IT Baseline Standards .............................................................................. 106 Secure Network and Data............................................................................................