Software package for our records?

[Jon Burchfield]

I have the honour of chairing a very small almshouse (4 units of accommodation) in Gloucestershire. For some years all the trustees have maintained separate records on our PCs of our documents but, with retirements looming, we really should establish a central, secure hdatabase for all our documents and records.

I suppose that we could use Google documents, although I’m not a great fan! Alternatively, does.anyone please have a recommendation for a suitable software package which we could purchase, or any other suggestion?

With many thanks in advance.

Jon Burchfield

[clerk.stjohnswilton]

Jon

This topic has been aired on this forum several times., I’m afraid. The latest posts can be seen at:

CRM Systems – Looking for Suggestions

With you having 4 units and, presumably, no more than 8 beneficiaries, an expensive software solution would seem to be overkill. I would be happy to discuss with you the efficient (computer aided) paper-based record system we use.

Using Google Drive/One Drive/Box Drive to share both working and final versions of important papers between trustees and staff seems very sensible. As it happens, we use a password protected folder on our website – but it’s the same idea.

What we do have is a standalone, MS Access personnel database, adapted by me from a standard Student Administration template. This records data on potential, current and former residents, trustees and staff. It’s not possible to operate it on a network, although there are ways that separate copies of the database ‘front end’ could be set up to use the same set of data tables. Even then, we prefer to operate just one standalone copy, so no-one inadvertently messes up the data.

We don’t have a similar database for our ‘accommodation units’ although I’m sure one could be put together. We simply use a divided up lever-arch file to record accommodation-related facts (eg for each address the number of bedrooms, heating type, energy supplier, MPAN etc) and an Excel spreadsheet to record maintenance work as it takes place.

I’d be happy to discuss any of this, if you like.

Nick Stiven
clerk@stjohnswilton.org.uk

[Tina Collins]

I use Google drive with two of the charities I work with so that the trustees can access the latest version of any document with no sot to the charity.

[dunksclerk@outlook.com]

Hi Jon
Don’t know if this helps at all, but we have an intranet section that links with our website, so our Trustees have a separate password to access that area and can find all sorts of documents there (policies, contact details, meeting documentation, etc.). Might be of use?
Best wishes
Michelle Sandys
dunksclerk@outlook.com

[VGottesman]

Hi John

We at Dorchester Almshouses also have a members area on our website where trustees can view documents, though we don’t tend to use it for document amendments, which go through our working groups prior to Board meetings.

We hold all our documents, spreadsheets and databases on a Synology NAS diskstation. It has 2 drives so if one gets corrupted for any reason, the information is secure. A copy is also kept in a fire proof box in the Warden’s office, which is in a separate building.
It means staff on different computers in the office can access these shared documents and I can access them using my work laptop when working from home.

We’ve found it very useful and never had a problem with it.

Vanessa Gottesman
General Manager & Clerk to the Trustees
Dorchester Almshouses

[Jon Burchfield]

Many thanks Nick, very much appreciated. It sounds like Google Drive may well be the way to go. I must get myself more comfortable with Google Drive!

Jon

[Jon Burchfield]

Many thanks Tina, much appreciated. I must get myself more comfortable with Google Drive!

Jon

[Jon Burchfield]

That’s an interesting approach, many thanks Vanessa.

Jon

[Jon Burchfield]

Many thanks Michelle, much appreciated. You will see that another almshouse colleague of ours uses the same approach. Interesting!

Jon

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