How Smart Digital Asset Management Strengthens Your Nonprofit
Protect, Organize, Thrive: How Smart Digital Asset Management Strengthens Your Nonprofit
In today’s digital world, your nonprofit’s online presence is more than just a website or a Facebook page — it’s a collection of valuable digital assets that keep your organization visible, trustworthy, and connected to donors, funders, and the community. Yet too often, nonprofits overlook the importance of properly managing things like domains, website hosting, email accounts, social media logins, grant portal profiles, and donation platform accounts. Without clear ownership, secure storage, and smart organization, losing access to any of these can quickly become a costly headache. In this article, we’ll break down what your digital assets are, why they matter, and share practical tips to help your nonprofit protect, organize, and thrive in the digital age.
True Story: A Nonprofit Loses Its Website Domain
A small animal rescue nonprofit had its website domain registered by a volunteer tech-savvy board member years ago. The domain and hosting account were in the volunteer’s personal name and email address.
When the volunteer moved away and stepped down, no one realized the domain renewal emails were still going to his old email account — which he rarely checked. The annual renewal payment failed because the credit card on file had expired.
The domain lapsed, and within weeks it was purchased by an unrelated third party (sometimes domain scalpers or spammy companies do this). The rescue lost its website — and all of its Google ranking — overnight.
It cost them thousands of dollars in emergency rebranding, legal fees to try to get the domain back (which failed), and rebuilding their donor trust with a new web address. They also lost online donations during the weeks they were offline — all because no one knew who owned the domain or how to access it.
Key Lesson:
Always ensure domain ownership, hosting logins, and renewal reminders are up to date and clearly documented in the nonprofit’s name — never under a single individual.
📊 1️⃣ 68% of Nonprofits Don’t Have a Digital Strategy
Source: TechSoup Global NGO Technology Report
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Key stat: The 2021 Global NGO Technology Report found that 68% of nonprofits worldwide do not have a documented digital strategy, leaving them vulnerable to losing control of digital assets or falling behind in online fundraising.
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Link: Global NGO Technology Report (2021 edition)
What Counts as a Digital Asset?
Your nonprofit’s digital assets include any online accounts, logins, or owned content that your organization relies on to operate and raise funds. Common examples include:
- Domain name(s) (e.g., your .org website URL)
- Website hosting accounts (WordPress, Squarespace, Wix, etc.)
- Professional emails linked to your domain (e.g., info@yourorg.org)
- Social media accounts (Facebook, Instagram, LinkedIn, X)
- Donation platforms (PayPal Giving Fund, Donorbox, Benevity, etc.)
- Grant portals (Candid/Guidestar, Walmart Spark Good, state or federal grant logins)
- Cloud storage (Google Drive, Dropbox)
- CRM and donor management tools
Why Digital Asset Management Matters
- Security & Continuity: Staff turnover happens — and if one person holds all the passwords or accounts in their name, you could lose access overnight.
- Trust & Credibility: Funders and donors expect to see a current website, updated donation pages, and active social media.
- Efficiency: Having organized, easily accessible logins saves time and reduces stress when deadlines hit — like grant submissions that require portal updates.
- Compliance: For some funders, updated profiles on Candid/Guidestar, Benevity, or other portals are mandatory to qualify for donations.
Tips to Protect & Manage Your Nonprofit’s Digital Assets
1️⃣ Use a Shared Password Manager
Invest in a secure, shared password manager like LastPass, 1Password, or Bitwarden. Store all logins in one place, assign access to key team members, and update it regularly.
2️⃣ Keep Domain & Hosting in the Nonprofit’s Name
Ensure your domain name and website hosting account are registered under the organization’s name — not an individual board member, volunteer, or founder.
3️⃣ Document Logins in Your Operations Manual
Include a digital assets section in your policies & procedures or operations manual. List every platform, renewal date, and contact person.
4️⃣ Assign a Digital Asset Steward
Have one staff member or trusted board member who checks that your domain doesn’t expire, SSL certificates are renewed, and social logins are up to date.
5️⃣ Back Up Critical Files
Store backups of your website, donor data, and email lists in a secure cloud drive — and have a plan for what happens if your main systems go down.
6️⃣ Review Access After Staff Changes
Remove old admin users from accounts immediately when a staff member or volunteer departs. Update permissions to prevent accidental misuse.
7️⃣ Keep Nonprofit Listings Current
Update your Candid/Guidestar, Benevity, and other profiles yearly. Many donors check these listings before giving!
Your Digital Assets Are Part of Your Mission
Managing your nonprofit’s digital presence doesn’t have to be overwhelming. With a few smart systems in place, you’ll protect your reputation, maintain donor trust, and save time for what matters most — delivering your mission.
Need help tightening up your digital strategy?
At Impact Funding Solutions, we support nonprofits not only with grants and fundraising, but with simple tools and guidance to stay organized and ready for every opportunity. CONTACT US TODAY
