Do you know the most effective way to use your parish data to your best advantage? Do you know how to secure your parish data? This session will help those in charge of data management learn how to get the most effective use of that data in support of the ministries and programs in the parish.
3. • 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
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4. 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?!?
5. Why?
We live in the
Information Age, an
increasingly digital,
online always
connected world.
7. Data is a tool
• It can…
–Make our jobs easier
–Increase our Treasure
–Drive engagement
8. But Comes With Responsibilities
• Data Privacy
• PCI Compliance
• Diocesan Reporting and Audits
9. 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?
10. • Accidental data loss
• System failures
• Hardware crashes
• Fraud
• Theft
• Natural disasters
Risks
11. • 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
13. Step #1 – Have a Policy
• Data Retention Policy
• Sometimes less is more
• Ask why?
• Data Privacy Policy
• Builds trust
• Reference frequently
• Backup Policy
14. 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
15. 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
16. Backing Up Your Data
BACKING UP CRITICAL PARISH INFORMATION
In 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.
17. 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
20. Cloud-based Backup Solutions
Pros:
By definition, your backups
are “off-site”
Pay as you go; pay as you
grow
Simple to use
Setup 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
21. Step #4 – Maintain Your Compliance
• Diocese Procedures and Audit
Requirements
• PCI Compliance
• Take is seriously
• Read and understand the
questionnaire
22. 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
30. Email Marketing
Why does my grocery
store want my email
address?
What are you doing with
the ones you collect?
31. • 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
32. 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
33. 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
34. 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
35. Thank you!
For a copy of the presentation, please visit
http://www.catholictechtalk.com
Notas del editor
We can introduce ourselves, Joe to go first…then Mike
Joe
Joe – You’re at a stewardship conference and you want to talk about data. Were the other sessions at this time really that bad?
Joe
Joe to introduce this slide---”who has any guesses as to what this is?” <solicit ideas> Joe to reveal what this is…Mike to make the point that we often view our parishioners as it is the 2005 picture not today. Our parishioners are far more advanced than we give them credit for. Here might be a good place to have a brainstorming session on what data a church has…and see what they come up with.
Joe – Data is just a tool, just like email and social media are communication tools. It all depends on how you use it. I know you may not believe it, but data has the potential for _____________
Joe – There are responsibilities that come with data because its not technically YOUR data.
Joe - Solicit audience feedback on what data they’re worried about. What do they think of data that caused them to come to this session?
Joe
Joe
Joe…Cybercrime isn’t the number one source of data theft? Physical break in are? Actually its inadvertent, innocuous losses that are.File cabinets locked? Who has the key? Need to always ask, why are you saving this data?
Joe…It starts with policies. You need to have a plan and some guidelines in place.
Joe…Cybercrime isn’t the number one source of data theft? Physical break in are? Actually its inadvertent, innocuous losses that are.File cabinets locked? Who has the key? Need to always ask, why are you saving this data?
Joe…
Joe Hartford story of excepting the diocese to backup your data.
Joe
Joe Myths of cloud storage / Advantages & limitations of cloud backup /Advantages & limitations of hard drive
Joe to introduce these tools….what are the advantages and disadvantages of cloud storage…make the point that they may be using cloud computing and not even know it….Any web apps?
Joe
Joe…
Joe…
Mike with a plan, some creativity and a little daringness, your data collection efforts will yield a happy growing parishioner base
Mike to introduce this slide…making the point that collecting data is the easy part, it’s the responsible use and striking the balance to make your content relevant and interesting and valuable so people look forward to your messages.
Mike…there are a variety of data gathering sources…from your new family registration information (but how often is that updated? Never) to the use of online registration forms on your website, online giving, events, etc
MS makes point that data comes to the church in a variety of ways…but who is the recipient of the data is the issue and recognizing the value so you can use the data is the key
Mike Click on St. Charles Borromeo’s FB page…show how they engage click through various photos, etc
Mike Don’t control or secure, but monitor and engage.
Mike…talking about blogging, but focusing on the comment section
Mike
Mike
Mike
Mike -- MS to talk about the Rochester Dio newspaper story….forced subscriptions vs. making content people really want to read (obviously not mentioning Rochester by name)
Mike – Talk about a comprehensive plan that coordinates all messages so various mechanisms compliment each other and they all look like they come from the same church…Here is where we should also introduce in some detail WeGather as a Parishioner Engagement Tool highlighting FREE and tell people to see us after the session to get their postcard with set up instructions…unless the room is packed where we can distribute them to everyone.