In an increasingly digital world, the role of IT governance for nonprofits, associations, and foundations organizations is more crucial than ever. Often IT Governance is viewed as a single-time exercise, or as subset of employee onboarding. However, there is a need to elevate IT Governance to a shared and ongoing responsibility owned by leadership across the organization.
The growth in Artificial Intelligence (AI) and the ease with which data can be used well, not-so-well, and unfortunately for ill, has caused many organizations to take a fresh look at their policies alongside increased investments in the literacy of leadership, staff, and even nonprofit boards.
Effectively done, these IT Governance policies become the bedrock of an organization that leverages data, and technology, in innovative ways while affording protection.
Introduction to IT Governance Policies in Nonprofits
Nonprofits, like any other organization, must ensure their technology infrastructure supports their mission effectively. IT governance offers a structured approach to aligning IT strategy with organizational goals. It helps nonprofits manage risks, comply with regulations, and ensure efficient use of technology resources.
Essential IT Governance Policies for Nonprofits
AI Use Policies
It is critical for all staff to understand the full implications of using AI tools within an organization. Key points to consider include AI’s potential impact to your organization’s IP, Customer Data, and Network Security. When querying AI tools using the organization’s IP, there’s a risk of exposing sensitive information. Public large language models (LLMs) can inadvertently store and process this data, leading to potential leaks. Handling customer data with AI tools requires strict adherence to privacy laws and regulations. Any breach can lead to significant legal and reputational damage. Using AI tools can open or help exploit vulnerabilities in the organization’s network. Ensuring AI tools are secure and compliant with the organization’s cybersecurity policies is essential. Not all staff should have unrestricted access to AI tools, or the entirety of organizational data. Implementing role-based access controls can help mitigate risks by ensuring only authorized personnel can use these tools.
Data leaders should develop and enforce clear guidelines on how AI tools should be used within the organization. This includes specifying what types of data can be processed and how to handle sensitive information. Comprehensive training programs should be implemented to educate staff on the proper use of AI tools. This includes understanding the risks, best practices, and the organization’s AI use policies. While public AI tools might be free or low-cost, subscribing to a closed, secure environment can be more expensive. However, this cost is often justified by the enhanced security and compliance features.
Disaster Recovery and Data Retention Policies
Disaster recovery and data retention policies are the backbone of any effective IT governance framework. These policies not only ensure continuity in the face of unforeseen disruptions but also play a crucial role in protecting sensitive information from loss or unauthorized access. By establishing clear protocols for data backup, recovery, and retention, organizations can safeguard their critical assets and maintain trust with clients and stakeholders. With the rise of artificial intelligence and increasingly sophisticated cyber threats, it is imperative that data retention policies are not only robust but also adaptive, allowing organizations to respond swiftly to new challenges and evolving regulatory requirements. This proactive approach ensures that organizations can effectively navigate the complex landscape of data management and security.
Acceptable Use Policy
An acceptable use policy is a crucial document that outlines the permissible uses of organizational resources, including computers, networks, and data. This policy serves as a framework for maintaining security, productivity, and safe work environment. It helps to ensure that all employees understand their responsibilities when using company resources and the potential consequences of misuse. To assist in creating a robust acceptable use policy, consider exploring the templates available at Community IT’s Governance Library, which can provide a solid starting point and help tailor the policy to meet the specific needs of your organization.
Bring Your Own Device (BYOD) Policy
With staff members likely using their personal devices for work-related tasks, implementing a Bring Your Own Device (BYOD) policy has become essential. This policy not only establishes clear guidelines for device usage but also outlines specific security measures to safeguard sensitive organizational data. By detailing acceptable use, data management protocols, and security requirements, a BYOD policy helps to create a secure work environment while allowing employees the flexibility and comfort of using their own technology. Additionally, it fosters a culture of responsibility and awareness around data protection, ensuring that both the organization and its employees benefit from the convenience of personal devices.
Creating and Updating IT Policies
Identifying Stakeholder
Involve all relevant parties—those who handle or influence data usage. Their input is vital in shaping policies that are practical and effective. A starting point is understanding the systems that you have, their role in supporting your organization, and how people use those systems. During an Assessment that we led, the organization learned about a volunteer tracking and management tool that they didn’t realize a team was using. Without involving stakeholders outside of IT, nonprofits run the risk of missing important systems and their IT policies being incomplete.
Crafting Strategic and Tactical Policies
Policies must serve both strategic and tactical purposes. Ensure they align with your nonprofit’s mission, while also addressing immediate operational needs. Global organizations have different considerations than organizations that collect data that is protected by frameworks like HIPPA, FERPA, etc. It’s important that you have the right policies in place that address what makes your nonprofit, association, or foundation unique.
Implementation and Buy-in
Gaining leadership buy-in can be challenging. Use risk analysis to highlight the importance of policies in mitigating potential threats. Clearly communicate how these policies support organizational objectives and protect assets. Oftentimes, leadership simply lacks awareness of the risks that need to be guarded against, and seeing those risks outlined helps them understand the role that they must take as leaders to protect the organization.
Conclusion
Effective IT governance is a powerful tool for nonprofits. By implementing essential policies, you’re not just protecting your organization’s digital assets; you’re enhancing its capacity to fulfill its mission. Remember to involve stakeholders, align policies with organizational objectives, and overcome implementation barriers for a successful IT governance framework.
With the right policies in place, nonprofits, foundations, and associations can effectively leverage technology to achieve their mission while ensuring data security and compliance. Additionally, regularly reviewing and updating these policies will ensure that they remain relevant in an ever-evolving technological landscape. By embracing IT governance, nonprofits can strengthen their operations and build trust with staff, leaders, and constituents as responsible stewards of valuable resources.
