Phoebe’s Safe Haven is a growing 501(c)(3) nonprofit creating safe, accessible, trauma-informed housing and support services for women with disabilities who are survivors of domestic violence.
As our organization has grown, so has the volume of digital files, volunteer records, policies, website materials, administrative documents, and internal communications we need to manage. At present, information is spread across platforms such as Google Drive, OneDrive, email, Slack, Squarespace, and Canva. This has made it increasingly difficult to maintain a consistent structure, control access, and ensure that organizational files remain securely owned by Phoebe’s Safe Haven.
We recently reviewed options for a centralized digital filing and collaboration system and selected Google Workspace for Nonprofits. Our challenge now is implementation. We need technical expertise to build the foundational Workspace structure correctly from the beginning.
We are seeking support with setting up Shared Drives, organizing folders by organizational function, establishing naming conventions, configuring initial accounts, assigning appropriate administrator roles, and setting secure permissions for board members, volunteers, and project teams.
Access control is especially important because Phoebe’s Safe Haven works in the domestic violence and disability space and may eventually manage sensitive survivor, volunteer, donor, financial, and internal information. We want to avoid creating broad or unnecessary access that could place confidential information at risk.
We have identified Google Workspace as the right platform, but we do not currently have the in-house IT expertise to configure it securely and efficiently. This project would give us the organized, secure technology foundation needed before we develop broader onboarding procedures, IT policies, and long-term technology systems.
By the end of this project, Phoebe’s Safe Haven would like to have the foundational structure of Google Workspace for Nonprofits implemented and ready for secure organizational use.
The pro bono consultant will provide hands-on support establishing our core Google Workspace environment, with particular attention to security and appropriate access because our organization serves women with disabilities who are survivors of domestic violence.
Key deliverables will include:
• Setting up the initial Google Workspace organizational structure.
• Creating and organizing Shared Drives and a logical folder structure for major organizational functions such as governance, administration, volunteers, website, communications, fundraising, and programs.
• Establishing consistent file and folder naming conventions.
• Assisting with initial organizational user accounts and email configuration.
• Configuring appropriate administrator roles and foundational security settings.
• Establishing initial permissions and access levels so board members, volunteers, and project teams only have access to information necessary for their roles.
• Reviewing file and account ownership to ensure organizational information remains under Phoebe’s Safe Haven’s control.
• Providing basic documentation showing how the completed structure is organized and how administrators can maintain it.
Success would mean Phoebe’s Safe Haven has a secure, organized Google Workspace foundation rather than relying on separate files and informal sharing practices. We would have clearly structured Shared Drives, initial accounts and permissions properly configured, organizational ownership of digital assets, and a foundation upon which future volunteer onboarding, IT policies, and technology procedures can be built.
