Securing Your Parish Data


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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.

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  • 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.
  • Securing Your Parish Data

    1. 1. Making the Most Out of Using and Securing Your Parish Data
    2. 2. Your Presenters Joe Luedtke LPi’s President e-Giving Division Mike Stone LPi’s Internet Product Manager
    3. 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 Feel free to Tweet @MikeStoneGtown @CathTechTalk @4LPi #ICSCDallas
    4. 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. 5. Why? We live in the Information Age, an increasingly digital, online always connected world.
    6. 6. And yes it effects the Church
    7. 7. Data is a tool • It can… –Make our jobs easier –Increase our Treasure –Drive engagement
    8. 8. But Comes With Responsibilities • Data Privacy • PCI Compliance • Diocesan Reporting and Audits
    9. 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. 10. • Accidental data loss • System failures • Hardware crashes • Fraud • Theft • Natural disasters Risks
    11. 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
    12. 12. Steps To Secure Your Data
    13. 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. 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. 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. 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. 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
    18. 18. Local vs. Cloud Computing
    19. 19. Popular Cloud-Based Backup Solutions
    20. 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. 21. Step #4 – Maintain Your Compliance • Diocese Procedures and Audit Requirements • PCI Compliance • Take is seriously • Read and understand the questionnaire
    22. 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
    23. 23. We Have Data! Now What?
    24. 24. 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… A. Winseman, D. Min Growing an Engaged Church ©2006 Gallup
    25. 25. QR Codes, Facebook & Twitter
    26. 26. Monitor your Social Media Sites!
    27. 27. Blogging
    28. 28. Email Marketing Why does my grocery store want my email address? What are you doing with the ones you collect?
    29. 29. • 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
    30. 30. 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
    31. 31. 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
    32. 32. 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
    33. 33. Thank you! For a copy of the presentation, please visit