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We are in the process of reviewing our document storage process and software we're using. We're currently using Dropbox. There is a growing sentiment amongst the staff to use Google Drive due to the collaborative nature of working on documents but I find the Team Drive functionality to be very limiting in the sharing of sub-folders. Can I get some thoughts here on what is standard in the non-profit world? Thank you.
I've seen nonprofits use each of those tools (and many use both), as well as Box.com, SharePoint, etc. Partly it will be a matter of which tool(s) your staff are already comfortable with and -- if you choose something new -- how well you can manage the design, training, and support to move people to the new system. You also need to consider your sharing, security, and collaboration needs, as well as your budget.
Here's a recent TechSoup discussion of this topic with a similar variety of recommendations.
Here's an NTEN discussion that addresses similar issues.
Here's an NTEN report on managing documents in the cloud.
Here's an Idealware guide to setting up a board portal that discusses these kinds of tools.
And here are slides from an NTEN conference session on this topic.
I hope these resources are helpful. Please let us know which tool you choose and why, and how well it works out.
RobertForum Moderator Robert L. Weiner ConsultingStrategic Technology Advisors to Nonprofit and Educational Organizationsrobert [AT] rlweiner [DOT] comwww.rlweiner.com
It sounds like the user concern is based around workflow. You may want to investigate software solutions that provide the ability to have secure workflows that route documents to users while limiting access to only documents they should be allowed to see. Users typically want free reign to have full access to everything but you should consider some document control features while still providing the ease of collaboration for your internal staff.
We've implemented Office 365 which gives us a lot of flexibility and capabilities to use for storage, collaboration, sharing etc. It took some effort to plan and set it up right and now it works really well for us. We've been using this for over 4 years and we are able to centrally manage all documents and repositories.
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