The Benefits of Cloud Computing for Nonprofits

It's a new era for nonprofits. Managing documents used to be difficult enough, but now we have to do so in the cloud. Nonprofits need a guide on how to use this technology effectively and efficiently. That is what this blog post will provide!

You're Probably Using Cloud-Based Tools Right Now

You've appreciated the convenience and security of cloud-based document storage if you've ever uploaded a file to the Internet for someone else to download and evaluate. In reality, cloud storage has gotten so common and user-friendly that you are most likely already utilizing it in your everyday operations. There are a few cloud storage options to choose from, including Box, Google Drive, Microsoft SharePoint Online, and Adobe Document Cloud (DC).

Box

The Docupile is a cloud-based content management and file-sharing solution that may be used to store, send, and collaborate on virtually anything you digitally produce at your nonprofit. It's simple to manage file security, and because the program is integrated with Office 365, you may modify Word documents, PowerPoint presentations, and more without having to download the file itself.

Google Drive (Part of G Suite)

Google Drive is a popular way for both businesses and individuals to store, share, and collaborate on papers, sheets, and slide presentations online. It's an important component of Google's G Suite, which includes Google Docs, Sheets, Slides, and other applications. Between Gmail and Google Drive, each user can keep up to 30 GB of documents (including pictures).

Microsoft SharePoint On-Line

You may use the latest version of SharePoint Online to develop and run your intranet without a server or local installation. It's a cloud-based collaborative software that allows you to set up an employee intranet and create spaces to store and access papers (both internally and externally).

Although SharePoint Online appears to be a stand-alone product, it is part of the Office 365 bundle and works with Microsoft Word, Excel, and PowerPoint. Each user gets up to 1 TB of storage.

Adobe Document Cloud (DC) — Acrobat Pro DC

Adobe Acrobat Pro DC provides the most recent edition of Acrobat as well as Adobe Document Cloud (DC) features. Adobe DC allows you to store and send files online, as well as allowing for e-signatures, document tracking, and other features. Adobe Acrobat Pro DC works well with Microsoft Word, allowing you to convert Word documents into editable PDFs and vice versa with ease.

These three cloud-based programs are all useful for saving and managing papers online, although their scope, intended usage, and functionality vary. Many businesses employ a mix of all three to some extent.

Create an Easy Naming Convention to Make It Easier to Find Files

It's critical to have a consistent naming system for all of your documents, whether you use Microsoft Word or Notepad. Whatever method you employ, stick to it.

The following style is an example: DATE_TITLE_AUTHOR

20180815_An Amazing Blog Post_SJ

This method is quite beneficial because it will sort files by date. In addition, keep an eye on folders and subfolders. Don't be excessively general or overly specific. The better it is for people to navigate online storage, the more productive and less cluttered they will be.

How to Manage Collaboration in the Cloud

The ability to work on a single document from anywhere in the globe is one of the most appealing aspects of electronic document management for non profit. Whatever you're working on - from any device - has functionality built in to modify, comment on, and share it, regardless of the cloud solution you're using.

Adobe Acrobat Pro DC is a powerful PDF creation and editing program. A document can be distributed to a large group of people, allowing many reviewers to see and build on each other's comments – all with only a single trackable link.

When multiple people work on a document together, they may leave comments, mention individuals, and swiftly search the document. Even individuals who don't have Adobe Acrobat Pro DC can join in the activity. You'll also get real-time notifications whenever documents are opened, commented on, or completed as the document's owner.

You don't have to go all-in to the cloud right away. You can take a little step in that direction even if you're not quite ready. To ensure that all of your local files are uploaded to the cloud for maximum protection and accessibility, be sure you're utilizing a syncing technology like SharePoint or Box.

It's also worth noting that, in the cloud, keeping track of how you name documents for collaborative work is still vital. It's usually a good idea to duplicate, rename it, and share it with the same group of people if a document has gone through a complete round of edits.

Use E-Signatures to Build Efficiency

This is a scenario that many of us have encountered: you receive an email with a signed form attached. You may print out the form, sign it, scan or photograph it with your phone, and send it as an attachment of your own.

While this approach is undeniably an improvement from waiting for forms to arrive through the United States Postal Service, it's still a time-consuming and inconvenient procedure. The answer? Use electronic signatures.

Docupile enables you to submit and send documents for electronic signing through the cloud. You may share a file with any user and have them add their signature from virtually any device using the It's also important to remember that the person receiving the document does not need Docupile software installed on their computer in order to sign it. There are several ways in which this tool may help nonprofits:

Fundraising: Applying for a grant, renewing your membership, and signing a contract.

Human resources: Policy, new hires, and change form.

Volunteer management: Solicitations, waivers, and event registration are all examples of non-application/waiver processes.

Procurement: The following resources are available: tender documents, purchase orders, and scope of work.

Legal: All of that jargon is important, but if you're relying on it, you could be in big trouble.

Finance: Internal approvals, expense reporting, and auditing are not things that have to be done.

IT: Maintenance authorization, monitoring of asset integrity and repair, incident reporting, and compliance.

Docupile works with other programs you may already be utilizing at your organization, such as Microsoft Word, Outlook, SharePoint, and more. For example, you can attach a Word document that requires a signature as a single file or directly from Outlook. Other efficiency-building integrations are also available with Box, Google, Oracle, SAP, Apple, and Salesforce software.

Adobe Acrobat Pro DC also provides e-signature features, utilizing Adobe Acrobat Pro DC's e-signing and send and track capabilities. Simply utilize a PDF or a form to record a signature location, and send it to the specified person. That person may sign from a laptop, desktop computer, smartphone or tablet.

You may also keep track of who has signed, completed, and returned the form in real-time. So if you're using Microsoft Office 365, don't forget to check out Acrobat Pro DC's seamless integration with Word, PowerPoint, SharePoint, and Outlook.

Permissions settings can help you secure your Mac.

Adobe Digital Document Management, which is cloud-based, enables you to restrict who has access to documents and permissions to alter or update them after they're received. This capability is critical when sending or collaborating on sensitive information.

The Box provides file and folder encryption, as well as a single location for managing access to all of your files. There are also remote logout and data-erasing capabilities. These features can help you keep your data out of the wrong hands if your computer is stolen or subjected to an unforeseen calamity.

Once a PDF has been created in Adobe Acrobat Pro DC, you may set a variety of security measures for it. You can set limitations on who can modify or copy files you send by clicking the Restrict Editing button.

If you're creating a file straight from Acrobat Pro DC, you can also choose to publish sensitive information as long as the document is not being published. You can set a number of restrictions, including the ability to redact information, password-protect, and prohibit copying and editing by taking this action. You may also restrict whether or not your PDF can be printed.

You may also restrict access to productivity apps such as Docs, Sheets, and Slides in Google G Suite (such as restricting access to individual spreadsheets). To prevent others from editing your page, make sure that they can't. You may also limit access to individuals working for the same company.

Within Office 365, apps (such as Word, Excel, and PowerPoint) may be used to set access permissions for a large number of configurations. SharePoint also permits you to share documents with varying levels of access controls. Each has various sharing settings for both internal and external use. You may also make any Word document read-only, as well as restrict whether or not a file can be downloaded from SharePoint, and you may do it all with one line of code.

Finally, Office 365 includes additional security features that examine critical data and personally identifiable information on the fly. A content control policy enables you to identify, evaluate and control all types of information on the Internet. It can also provide checks to ensure that sharing is intentional rather than accidental, such as donor credit cards and beneficiary identities.

Take Advantage of the Cloud's Ability to Manage Documents

The world's information is rapidly moving to the cloud, and this shift has given significant boosts in document management online.

If you can conquer your fears and establish a routine that allows you to accomplish your goals, then there's no telling how far you'll go. That means you'll have more time to focus on the things that matter most, like the mission-driven work you do in your company.