Why Your Non-Profit Needs an IT Policy (And What to Include)

Many non-profits focus so much on mission delivery that they overlook one key area: technology policies.

Without clear IT guidelines, your staff may:

• Use weak passwords

• Share sensitive data by mistake

• Download risky software

• Miss basic security practices

That’s how small issues turn into major problems. At Serian Technologies, we work with non-profits across Massachusetts to build practical, budget-friendly IT systems—including the policies that keep everything secure and compliant.

Here’s why an IT policy matters—and what it should cover.

Why Your Non-Profit Needs an IT Policy

1. To Protect Donor and Client Data

Most non-profits handle personal or sensitive data—donor information, health records, financials. Without clear rules, you risk data breaches or compliance violations.

2. To Prevent Accidental Security Risks

Many threats come from human error, not hackers. An IT policy helps staff know what’s safe and what’s not—from email links to USB drives.

3. To Support Remote and Hybrid Work

If your team works outside the office, a policy ensures everyone accesses systems securely and responsibly.

4. To Set Expectations and Accountability

People want to do the right thing—but they need clear guidance. An IT policy keeps everyone on the same page.

What to Include in Your Non-Profit’s IT Policy

You don’t need a 50-page document. A short, clear policy is more effective than something no one reads. Start with these key areas:

1. Password Requirements

• Minimum length and complexity

• How often passwords should be changed

• Use of password managers

2. Acceptable Use of Devices

• What staff can and can’t do on work computers

• Personal use guidelines

• Software installation rules

3. Email and Communication Safety

• How to spot phishing emails

• What not to click or download

• How to report suspicious messages

4. Remote Work Access

• VPN usage or approved apps

• File sharing practices

• Device security (e.g. locking screens, antivirus)

5. Data Handling and Storage

• Where files should be saved (cloud vs local)

• Who can access what

• How data is backed up

6. Incident Reporting Process

• Who to contact in case of a lost device, suspicious email, or system issue

• What information to provide

Keep It Simple—and Revisit Often

An IT policy should be:

• Easy to read

• Reviewed annually

• Shared with all new staff during onboarding

We help non-profits write simple, effective policies and train their teams to follow them—without technical jargon or unnecessary rules.

Need Help Creating or Updating Your IT Policy?

Let Serian Technologies support your team with a practical approach to IT that fits your mission and your budget.

Schedule a Free Policy Review or Consultation