When volunteers leave, their files stay
Donor records and grant files backed up, at a published monthly price.
Nonprofit files outlive the people who made them. A coordinator leaves, an account is closed, and three years of grant correspondence goes with it. We keep departed accounts restorable and test copies each quarter.
What small teams lose quietly
Accounts that close
Deleting a departed user’s account deletes their mail and files. A backup keeps them after the license is freed.
The donor database
Gift history is the hardest record to rebuild. Hosted or on a server, we confirm a restorable copy exists.
Files in personal accounts
Volunteers save work to their own consumer sync accounts. When they leave, those files leave too.
Budgets set yearly
A board approves the budget once a year. Published, month-to-month prices make the line item easy to plan.
Where most nonprofits begin
Google Workspace Backup
Gmail, Drive and shared drives copied 3 times a day, restorable into a different account.
Microsoft 365 Backup
Covers departed staff accounts at no extra cost while the backup is kept.
Sync Migration
Moves files out of volunteers’ personal accounts into shared folders the organization owns.
Workstation Backup
Hourly copies of the few staff laptops that hold local work, from $12 per device per month.
A reserve in three steps
- Week 1
Map people and places
We list every account, shared drive and the donor database, including accounts of people who have already left.
- Business day 10
Copy and test
Cloud apps copy 3 times a day and laptops hourly. We restore one former volunteer’s folder to prove it works.
- Each quarter
Drill and report
A timed restore of files, one mailbox and the donor system, written up plainly for your board or treasurer.
Questions nonprofit teams ask
What happens to a volunteer’s files when they leave?
They stay in the backup. On Microsoft 365 Backup, a departed person’s mail, OneDrive and Teams files are covered at no extra cost while the backup is kept, so you can free the license. On Google Workspace Backup we can restore their Gmail and Drive into another account, such as their successor’s.
We are 8 people with no IT staff. Is this too much?
No. The service is meant for offices with no IT staff: we run the backups, read every failure and run the drills. A small team often needs only cloud app backup and a few laptops. If you need less than that, the free backup check will say so in writing.
How much would a small nonprofit pay?
Indicative prices start at $4 per user per month for Google Workspace or Microsoft 365 Backup, and $12 per laptop. For example, 10 users and 4 laptops come to $88 a month before sales tax, month to month with 30 days’ notice. There is no setup fee on monthly plans for 5 or more users or devices.
Is our donor database included?
If it runs on your own server, yes: the server gets a nightly image and hourly file versions. If it is a hosted service, the vendor holds the live copy, so we check what they keep and whether you can export it on a schedule, and we store those exports with your other backups.
Worth reading first
See what you could restore
A free 45-minute backup check, one test restore, and a plain written page of findings.