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Last updated on 2024年7月6日

Here's how you can safeguard data security and privacy as a volunteer manager using new technology.

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As a volunteer manager, you're not only responsible for coordinating efforts and supporting your team but also for protecting the sensitive data they entrust to you. With new technology comes the power to enhance data security and privacy, but it also requires understanding and implementing best practices to ensure that information remains confidential and secure. Whether you're dealing with personal details, health information, or background checks, safeguarding this data is paramount. By embracing new technology and following the right strategies, you can create a safe environment for both your volunteers' information and your organization's reputation.

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Tony Vidmar, MBA

Vice President for Institutional Advancement & Executive Director- Tarleton State University Foundation

1 Secure Platforms

Choosing the right technology platforms that prioritize security features is crucial for safeguarding data. Look for platforms with strong encryption, which scrambles data so it can only be read by someone with the correct decryption key. Ensure that any software or service you use for managing volunteer information complies with relevant data protection regulations. This might include features like secure login processes, the ability to control user access levels, and regular security updates to protect against new threats.

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Archiford Matarino

World Aid Foundation
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To safeguard volunteer data, it's crucial to select technology platforms that offer robust security features. These include strong encryption, secure login processes, access control, regular security updates, and data backup and recovery capabilities. Additionally, ensure compliance with data protection regulations like GDPR and HIPAA. By choosing platforms with these features, you can ensure a secure and reliable management process for sensitive volunteer information, maintaining trust and protecting against data breaches and cyber threats.

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2 Data Policies

Developing clear data policies is essential for maintaining privacy and security. You should establish guidelines that dictate how volunteer information is collected, stored, used, and shared. Make sure to educate your volunteers about these policies so they understand their rights and the measures in place to protect their data. Regularly review and update your policies to adapt to new technological changes or potential security threats.

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3 Training Sessions

Conducting regular training sessions on data security and privacy is vital. Volunteers need to be aware of the potential risks and the importance of following security protocols. Training should cover topics like recognizing phishing attempts, creating strong passwords, and securely handling sensitive information. Empower your volunteers by providing them with the knowledge and tools they need to be proactive in protecting both their own and others' data.

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4 Access Control

Implementing strict access control measures ensures that only authorized individuals can view or modify sensitive data. Use technology that allows you to set permissions for different levels of data access. For example, volunteer coordinators may need full access to volunteer records, while other volunteers may only need limited access to specific information. Regularly audit who has access to what data and adjust permissions as necessary to minimize risk.

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Jared Peer, CVA

Volunteer Services Specialist
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Not everyone needs access to everything. Volunteers may help with data entry, but databases can let you decide what features they have access to. Confidentiality is important, to protect your volunteers, clients, and other data - as well as your organization's reputation for safety, security, and professionalism. Use the tools technology gives you to box in who can access certain information, who can edit it, and how it can be shared.

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5 Regular Audits

Performing regular audits of your data management practices helps identify any potential vulnerabilities. Use new technology tools to track who accesses data and when, monitor for unauthorized access attempts, and ensure that data isn't being improperly downloaded or shared. Audits can also help you verify that your security measures are up-to-date and effective, providing an opportunity to make improvements where needed.

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6 Incident Response

Finally, having a robust incident response plan in place is key in the event of a data breach or security issue. This plan should outline the steps to take immediately after discovering a breach, including notifying affected volunteers, investigating the cause, and taking steps to prevent future incidents. Utilize technology that can help you respond quickly and efficiently, such as automated alerts for suspicious activity or tools to assist with breach investigations.

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Tony Vidmar, MBA

Vice President for Institutional Advancement & Executive Director- Tarleton State University Foundation
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Incident response in a timely, honest and solution- oriented manner is key to protecting volunteer data etc. And, in doing so, you will earn credibility with your volunteers and help ensure they stay involved in your cause and organization.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Jared Peer, CVA

Volunteer Services Specialist
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Awareness is the #1 key to confidentiality and safeguarding data. Leaving your computer screen on while people are able to look at it, replying all to a long list of people with sensitive data, not being intentional about who can access keys or logins, and more are all issues that can be avoided if you are aware. Be aware of your surroundings, aware of potential ways data can be compromised, and be proactive about keeping information confidential.

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Here's how you can safeguard data security and privacy as a volunteer manager using new technology.

1

2

3

4

5

6

7

1 Secure Platforms

2 Data Policies

3 Training Sessions

4 Access Control

5 Regular Audits

6 Incident Response

7 Here’s what else to consider

Volunteer Management

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Here's how you can safeguard data security and privacy as a volunteer manager using new technology.

1

2

3

4

5

6

7

1 Secure Platforms

2 Data Policies

3 Training Sessions

4 Access Control

5 Regular Audits

6 Incident Response

7 Here’s what else to consider

Volunteer Management

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