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IT provision for Sailability clubs (4 replies)

andy_beharrell
9 months ago
andy_beharrell 9 months ago

I know this is perhaps a topic to cure insomnia, but at the Woolverstone Project we have decided to try and update our IT provision. Increasingly a lot of our activities lead to more and more electronic files, and we wanted some way to centralise things and make sure that we could make everything available to the right people as volunteers, trustees and so on, change over. We used to store documents and so on through our website, but we have moved across to Google for non-profits:

https://www.google.com/nonprofits/

As charities we can access all the Google services for free. As a non-profit, you can set up as many users as you need and each user gets 30GB of free storage. You can also handle all club email through the service and get free access to all the Google apps - Google docs, calendars, Google sheets etc.

How do other clubs manage their electronic files? Has anyone got an alternative way?

I'd be happy to provide further details or discuss this all further if any other clubs are interested.

Andy Beharrell
Woolverstone Project

Simon Whiteley
9 months ago
Simon Whiteley 9 months ago

We haven't yet started down this road, although will need to soon. I have got as far as thinking Dropbox might be better for us, but questioned the cost. Did you do a comparison of alternative services?

andy_beharrell
6 months ago
andy_beharrell 6 months ago

Simon,

The main reason we decided against Dropbox and others was the cost. The advantage we found with the Google for non-profits service is that we can also have multiple users and, by allowing them access to our domain, we can have multiple email addresses. So, for example, we can have [email protected] and that user can run their email through Google mail, can have 30GB of storage (which they can selectively share with other users e.g. trustees) and can use all the Google products - avoiding software costs as well for products like Office.

We also run all our bookings and other events through Google calendars, so we are planning to integrate all these into the same system. It is all quite straightforward once you have got the setup done.

As I say - happy to discuss further any time.

All the best,

Andy Beharrell
Woolverstone Project

Simon Whiteley
6 months ago
Simon Whiteley 6 months ago

Since I wrote, we have gone with Dropbox plus- single login with 1tb storage costing c£80 pa. The lack of multiple logins we are managing by having 3 key users sharing the main login, and then giving others access to specific folders e.g. photos, where we have about 2000 loaded so far. We didn't need other features as we have emails already from our ISP and don't use calendars. Whether this will be enough we will find out- at that cost it wasn't a big decision and not too hard to switch in a year if it doesn't work- just having all our files and photos in one accessible place is a big step forward.

Simon Whiteley
6 months ago
Simon Whiteley 6 months ago

While looking into this, I came across this site https://www.tt-exchange.org/. Cheap versions of standard software for charities. 

It does look as if Google has caught up with Dropbox on file syncing, which was the main reason we went with Dropbox, so maybe we will look again in due course.


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