Technology inventory
====================

Technology inventory: [ORGANIZATION NAME]

Last reviewed: [DATE] by [NAME]

Where this list is stored: [LOCATION]

Devices

| Device | Make and model | Serial or asset number | Who has it | Bought (date and cost) | Screen lock and encryption on? | Notes |
|---|---|---|---|---|---|---|
| [LAPTOP] | [MODEL] | [NUMBER] | [NAME] | [DATE], $[AMOUNT] | [YES OR NO] | [NOTES] |
| [PHONE] | [MODEL] | [NUMBER] | [NAME] | [DATE], $[AMOUNT] | [YES OR NO] | [NOTES] |
| [PRINTER, ROUTER OR OTHER] | [MODEL] | [NUMBER] | [LOCATION] | [DATE], $[AMOUNT] | [YES OR NO] | [NOTES] |

Domain name, website and email

| Item | Provider | Account owner (role email) | Admins (at least two) | Renews on | Cost per year | Two-step login on? |
|---|---|---|---|---|---|---|
| Domain name ([YOURCHARITY.ORG]) | [PROVIDER] | [EMAIL] | [NAMES] | [DATE] | $[AMOUNT] | [YES OR NO] |
| Website hosting | [PROVIDER] | [EMAIL] | [NAMES] | [DATE] | $[AMOUNT] | [YES OR NO] |
| Email and shared files | [PROVIDER] | [EMAIL] | [NAMES] | [DATE] | $[AMOUNT] | [YES OR NO] |

Online accounts and software

| Service | What we use it for | Account owner (role email) | Admins | Other users | Holds personal information? | Renews on | Cost per year | Two-step login on? |
|---|---|---|---|---|---|---|---|---|
| Bank online portal | [PURPOSE] | [EMAIL] | [NAMES] | [NAMES] | [YES OR NO] | [DATE] | $[AMOUNT] | [YES OR NO] |
| Accounting system | [PURPOSE] | [EMAIL] | [NAMES] | [NAMES] | [YES OR NO] | [DATE] | $[AMOUNT] | [YES OR NO] |
| Donor database | [PURPOSE] | [EMAIL] | [NAMES] | [NAMES] | [YES OR NO] | [DATE] | $[AMOUNT] | [YES OR NO] |
| Online giving or payments | [PURPOSE] | [EMAIL] | [NAMES] | [NAMES] | [YES OR NO] | [DATE] | $[AMOUNT] | [YES OR NO] |
| Email newsletter | [PURPOSE] | [EMAIL] | [NAMES] | [NAMES] | [YES OR NO] | [DATE] | $[AMOUNT] | [YES OR NO] |
| Social media pages | [PURPOSE] | [EMAIL] | [NAMES] | [NAMES] | [YES OR NO] | [DATE] | $[AMOUNT] | [YES OR NO] |
| Password manager | [PURPOSE] | [EMAIL] | [NAMES] | [NAMES] | [YES OR NO] | [DATE] | $[AMOUNT] | [YES OR NO] |
| Government portals (IRS, state) | [PURPOSE] | [EMAIL] | [NAMES] | [NAMES] | [YES OR NO] | [DATE] | $[AMOUNT] | [YES OR NO] |
| [OTHER] | [PURPOSE] | [EMAIL] | [NAMES] | [NAMES] | [YES OR NO] | [DATE] | $[AMOUNT] | [YES OR NO] |

Sensitive information

| What information | Where it's kept | Who can see it | How long we keep it | How it's backed up |
|---|---|---|---|---|
| [FOR EXAMPLE: DONOR PAYMENT DETAILS] | [SYSTEM] | [NAMES OR ROLES] | [PERIOD] | [HOW] |
| [FOR EXAMPLE: VOLUNTEER BACKGROUND CHECKS] | [SYSTEM] | [NAMES OR ROLES] | [PERIOD] | [HOW] |
| [FOR EXAMPLE: RECORDS ABOUT PEOPLE WE SERVE] | [SYSTEM] | [NAMES OR ROLES] | [PERIOD] | [HOW] |

Yearly review

- [ ] Every device is listed, and devices no longer used have been wiped and disposed of
- [ ] Every critical account has at least two admins, using role email addresses
- [ ] Two-step login is on wherever the service offers it
- [ ] People who have left no longer have access
- [ ] Renewal dates are in the calendar, and we've cancelled what we don't use
- [ ] We know where sensitive information is kept and who can see it