Keeping Data Safe: How We Prioritize Security in Our Grants Management System

This blog is estimated to take 2 minutes to read.

As technology continues to evolve, so too does the importance of protecting sensitive information. In my role as Grants Administrator, data security is always top of mind—especially as I manage our grants management system, GivingData. It’s my responsibility to ensure that the information housed within our system stays protected, and I want to share some of the ways we do just that!

I hope this gives you a clearer picture of the security measures we have in place and, if you are new to managing your own data, some things to consider about your own data management.

Encryption and Firewalls

First and foremost, GivingData uses encryption to protect all stored data. If you’re not a tech nerd like me, encryption is essentially a way of scrambling information so that if it’s intercepted, it can’t be read without proper authorization. Additionally, firewalls are in place to act as a barrier between our system and any potential threats—preventing unauthorized access before it even gets close.

Role-Based Access Controls

Security isn’t just about keeping outsiders out—it’s also about managing who inside your organization has access to what. GivingData’s role-based access controls allow us to assign permission levels based on job responsibilities. This ensures that staff members can only view or edit data that’s relevant to their work, minimizing the risk of accidental changes or exposure to sensitive information.

Audit Logs

Another helpful feature GivingData offers is audit logging. This tool tracks user activity, including login attempts and changes made within the system. It’s a great way for us to monitor usage, quickly identify suspicious behavior, and respond swiftly to any potential security concerns.

Keeping Contacts Up-to-Date

Beyond built-in security features, I also regularly review and update organizational contacts. If we learn that someone has left their organization, I immediately disable their access to the grant portal and transfer permissions to the appropriate new staff member. This helps ensure that only current, authorized individuals can view or manage your organization’s information.

Organization-Level Controls

Just like we manage internal access, you have the ability to manage access within your organization. You can decide who has access, and whether they can simply view or actually edit and submit applications.

We’re Here to Help

If you’ve recently had staffing changes or you’re unsure who currently has access to your grant portal, don’t hesitate to reach out. I’m happy to help review and update your organization’s information to keep everything secure.

Data protection is a top priority in my role—and something I continue to learn more about every day. In this ever-changing digital world, staying informed and proactive is one of the best ways we can protect the trust and integrity of our grantmaking process.