Ensuring Data Security in Volunteer Management: A Comprehensive Guide

By Tony Goodrow

Editor’s note: Tony Goodrow is Chief Executive Officer of Better Impact, Inc., which provides volunteer management software and is a partner of VIS. We appreciate his sharing this guide with our readers.

In the realm of volunteer management, data security is a critical aspect that demands careful attention. This is because the data we handle is not just a collection of zeros and ones; it represents real people whose privacy and safety depend on how well we protect their information. In this blog post, we will explore key strategies to ensure data security, discuss common vulnerabilities, and highlight the importance of using reliable volunteer management software such as Better Impact (www.betterimpact.com.)

Understanding the Importance of Data Security

When we talk about volunteer data, we must remember that mishandling this information can lead to severe consequences for the individuals involved. Protecting this data is not only about securing digital files; it’s about safeguarding the individuals behind those files. Thus, data security should be a priority for everyone involved, not just IT personnel or the software solutions we employ.

Common Data Breaches and How to Prevent Them

Misdirected Emails

A frequent, albeit minor, cause of data breaches is misdirected emails. Research shows that 58 percent of employees have accidentally sent emails to the wrong person. While these incidents often don’t lead to significant breaches, they still represent a failure in data security.

Prevention Tips:

• Avoid sending spreadsheets with personal information via email.
• Implement an email delay feature to give yourself time to catch errors.
• Establish a policy against sharing sensitive information through email.

Inadequate Access Control

When team members change roles or leave the organization, failing to update access controls can pose a significant risk. Retiring old accounts and reducing unnecessary access are essential steps.

Prevention Tips:

• Regularly review and update access controls.
• Ensure redundancy by having multiple administrators with appropriate access levels.

Unlocked Computers and Software

Leaving computers or software unlocked when stepping away from your desk can expose sensitive data to unauthorized access.

Prevention Tips:

• Implement a clean desk and clear screen policy.
• Set computers to lock automatically after a period of inactivity.
• Use software that logs out users automatically after inactivity.

Shared Credentials

Using shared login credentials increases the risk of unauthorized access when team members leave or change roles.

Prevention Tips:

• Avoid shared accounts wherever possible.
• Change login credentials immediately when access is no longer needed.

Strengthening Password Security

Passwords are a primary defense against unauthorized access. However, many people still use weak or common passwords, making it easy for hackers to gain entry.

Prevention Tips:

• Avoid writing down passwords or using easily guessable ones.
• Use long, complex passwords with a mix of characters.
• Employ unique passwords for each site or service. The importance of this cannot be overstated. If one website where you use a password gets hacked, your username and password can easily be applied to all potential sites that you use. This is one of the techniques that lead to social media accounts being taken over by hackers.
• Consider using a password manager to securely store and manage passwords. You’ll only need to remember one password and all your long, complex, and unique passwords will be readily and securely accessible to you as you need them.

Multi-Factor Authentication (MFA)

Even with strong passwords, additional security layers are essential. MFA requires users to provide two or more verification factors to gain access, significantly enhancing security.

Prevention Tips:

• Implement MFA for all sensitive accounts and systems.
• Use MFA apps or services to generate secure authentication codes.

Secure Wi-Fi and Virtual Private Network (VPN) Usage

Insecure Wi-Fi networks can expose your data to interception and hacking.

Prevention Tips:

• Ensure that your home and office Wi-Fi networks use strong, unique passwords.
• Avoid using public Wi-Fi for accessing sensitive information.
• Use a VPN to create a secure connection when accessing data remotely.

Recognizing Phishing and Smishing Attacks

Phishing (via email) and smishing (via text) attacks are designed to trick users into revealing sensitive information or installing malware.

Prevention Tips:

• Be cautious of unsolicited emails or texts, especially those requesting sensitive information.
• Verify the sender’s email address and look for signs of phishing, such as poor grammar or a sense of urgency. Take the time to think before you react.
• Avoid clicking on links or downloading attachments from unknown sources.

Volunteer Management Software

Using reliable volunteer management software can significantly enhance data security. Ensure the software vendor you use is certified to an industry standard such as ISO27001.  It is important not only that their data center is certified, but also that the company is as well. Better Impact (www.betterimpact.com) offers robust security features tailored to the needs of volunteer organizations, ensuring that your data is managed and protected effectively.

Embracing Data Minimization

Collecting only the data you need and disposing of it when it’s no longer necessary can reduce your exposure to data breaches.

Prevention Tips:

• Regularly review the data you collect to ensure it’s necessary.
• Implement policies for the timely deletion of data no longer needed.

Conclusion

Data security in volunteer management is a shared responsibility that extends beyond IT departments to include every team member. By adopting best practices in email handling, access control, and password management, and using reliable software like Better Impact, you can significantly reduce the risk of data breaches. Remember, the goal is not just to protect data, but to safeguard the individuals behind that data.

For more information and resources on improving your data security practices, visit Better Impact.