securing your parish data

Making the Most Out of Using and Securing Your Parish Data

Your PresentersJoe Luedtke

LPi’s President e-Giving Division

Mike StoneLPi’s Internet Product Manager

• Why we’re talking about data security at a stewardship conference?

• The data we need to focus on

• Steps to keep your data secure

• The engagement potential in leveraging your data.

• The Wrap-up

Feel free to Tweet

@MikeStoneGtown@CathTechTalk@4LPi#ICSCDallas

Huh?

We’re here because we’re called, hoping to be transformed and then sent forward to serve…

And you want to talk about data?!?

Why?

We live in the Information Age, an increasingly digital, online always connected world.

And yes it effects the Church

Data is a tool

• It can…– Make our jobs easier– Increase our Treasure– Drive engagement

But Comes With Responsibilities

• Data Privacy• PCI Compliance• Diocesan Reporting and Audits

Data? What Data to Parishes Have?

• Financial Data (Quickbooks)• Parishioner Demographic and Sacramental Data

(Personal)• Parishioner Financial Account Data (Private)• Payroll Data• Domain Names, Website Accounts, System

Passwords• Email Correspondence• Volunteer records / training materials

• What else is missing from this list?

• Accidental data loss

• System failures

• Hardware crashes

• Fraud

• Theft

• Natural disasters

Risks

• Lock and secure your data

• Of course you need backups

• Accidental data loss requires retention of incremental backups

• Theft and natural disasters requires offsite backups

• Combating Fraud requires point-in-time backups

Mitigating These Risks

Steps To Secure Your Data

Step #1 – Have a Policy

• Data Retention Policy• Sometimes less is more• Ask why?

• Data Privacy Policy• Builds trust• Reference frequently

• Backup Policy

Step #2 – Physical Security• Never leave the offices unlocked and completely

unattended, even for a short time• Prevent social hacking, know who you’re talking to• Secure employee, volunteer and member records in locked

cabinets. Never leave papers or files unattended• Shred papers with identifiable member or church personal

data• Send and receive business mail from a

secured mailbox or post office box• Store system passwords in your safe or

safety deposit box• Only store what you have to

Step #3 – Backup Your Data

• Onsite or in the Cloud• Know your Core Vendor’s

Requirement and Backup Capabilities

• Backup Often• Test at least annually

Backing Up Your Data

BACKING UP CRITICAL PARISH INFORMATIONIn the course of parish reviews, we are finding that many parishes who think their data is securely backed up are mistaken. Every other year or so, one of our parishes suffers a total loss of all their electronic information and it was a disaster for those who do not have adequate back-ups. The time you spend on the following steps to ensure that your really do have a reliable back-up of your census and financial information is well invested.

Backing Up Critical Parish Information

• Weekly backups to a separate medium

• Weekly QuickBooks backup procedures

• Monthly offsite backups

• Quarterly verifications

• Keep Quickbooks current

• No, the diocese isn’t responsible

Local vs. Cloud Computing

Popular Cloud-Based Backup Solutions

Cloud-based Backup SolutionsPros:By definition, your backups

are “off-site”Pay as you go; pay as you

growSimple to useSetup and forget about it

(both good & bad)One file / one subdirectory

restores are a breeze

Cons:- 1st Full Backup could take

weeks- Restores will take longer- Need to do the math on

the pay as you go service costs

- May drive upgrades to your Internet bandwidth

- Trust is a perceived issue- Can cause account /

password proliferation

Step #4 – Maintain Your Compliance

• Diocese Procedures and Audit Requirements

• PCI Compliance• Take is seriously• Read and understand the

questionnaire

Step #5 – Create IT Controls• Put passwords on all your computers and

change them often• Install a firewall to protect your computer

network against unauthorized access• Install anti-virus and anti-spyware software • Keep your software updated• Set your virus protection software to run

automatic updates each week • Keep your wireless network secure• Turn off computers when not in use

We Have Data! Now What?

What if your members were…

• 13 times more likely to have invited someone to attend Mass at your church in the past month?

• Were 3 times as satisfied with their lives?• Spent more than 2 hours per week serving and helping

others in their community?• Tripled their giving to their church?• The key…

ENGAGEMENTA. Winseman, D. Min Growing an Engaged Church ©2006 Gallup

QR Codes, Facebook & Twitter

Monitor your

Social Media Sites!

Blogging

Email Marketing

Why does my grocery store want my email address?

What are you doing with the ones you collect?

• Email Marketing Programs make an email like this and email list management simple

• Mailchimp is my favorite as its free for lists under 2000

• VerticleResponse and Constant Contact are good cost effective alternatives

Email Newsletters Work

Email Campaigns• Advantages

– Cost effective– Easy– Quick– With some creativity can be very engaging

• Disadvantages– Difficult to keep lists current– Will my email be read?– Message gets lost in the clutter of day-to-day– More impersonal than conversation

Challenges

• Keeping data current– Parishioner engagement vs. “consumers”– Church Management Systems vs. Parishioner Engagement

Systems

• Making your content relevant and interesting– Give people a reason to read your messages vs. expecting them

to get it

• Striking the right balance (the 3 Bears syndrome)– Too much? Too little? Just right

Putting it all together

• Weekly bulletins– Print vs. Electronic delivery

• E-Newsletters • Website (but keep your true audience in mind)• Parishioner Engagement Tools • Letters/Direct Mail• Email campaigns• Text messages• Phone calls• As they walk in the door

Thank you!

For a copy of the presentation, please visit http://www.catholictechtalk.com