Glossary
Technology terms, in plain language
Short, jargon-free definitions of the terms we use in our articles. Each entry links to further reading where available.
- Accessibility (digital)
- The practice of designing websites, documents and software so people with disabilities can use them, covering vision, hearing, mobility and cognitive needs. Often guided by WCAG standards.
- Read the article Wikipedia
- Backup
- A copy of data stored separately from the original so it can be restored after loss, corruption or ransomware. Effective backups follow the 3-2-1 rule: three copies, two media types, one off-site.
- Read the article Wikipedia
- Bring Your Own Device (BYOD)
- A policy allowing staff or volunteers to use personal laptops, phones or tablets for organizational work. It reduces hardware costs but requires clear rules for security, privacy and data removal.
- Read the article Wikipedia
- Cloud storage
- Online file storage hosted by a provider such as Google Drive, Microsoft OneDrive or Dropbox, accessible from any device. Convenient for collaboration but dependent on internet access and provider terms.
- Read the article Wikipedia
- Cybersecurity
- The protection of systems, networks and data from unauthorized access, theft or damage. For small organizations it centers on passwords, updates, backups, phishing awareness and access control.
- Read the article Wikipedia
- Data minimization
- The privacy principle of collecting and keeping only the personal data you actually need. It reduces breach risk, simplifies compliance and builds trust with clients, donors and community members.
- Read the article Wikipedia
- Digital divide
- The gap between people who have reliable access to devices, internet and digital skills and those who do not. Community organizations often work to close it through training, public access and affordable programs.
- Wikipedia
- Digital inclusion
- Efforts to ensure all individuals and communities can access and effectively use technology, including affordable internet, suitable devices, and the skills and support needed to participate online.
- Wikipedia
- E-waste
- Discarded electronic equipment such as computers, phones and printers. Responsible disposal means using certified recyclers and wiping data first, since electronics contain both toxic materials and recoverable resources.
- Read the article Wikipedia
- Encryption
- The process of scrambling data so only authorized parties can read it. Full-disk encryption protects laptops if lost, while encrypted connections (HTTPS) protect data moving across networks.
- Read the article Wikipedia
- Free and discounted software programs
- Schemes through which software vendors donate or discount products to eligible nonprofits, such as nonprofit licensing programs from major providers. Eligibility usually requires registered charitable status.
- Read the article
- Generative AI
- Artificial intelligence tools that produce text, images or code from prompts, such as chat assistants. Small organizations use them for drafting and summarizing but must verify outputs and avoid entering sensitive data.
- Read the article Wikipedia
- IT budgeting
- Planning technology spending across hardware, software, subscriptions, support and training. Good practice includes reserving funds for unexpected repairs and replacing equipment on a predictable cycle.
- Read the article
- Local backup
- A backup stored on physical media you control, such as an external hard drive or network-attached storage. It offers fast recovery and no subscription cost but must be protected against theft and disaster.
- Read the article Wikipedia
- Malware
- Malicious software designed to damage systems or steal data, including viruses, spyware and ransomware. Defense relies on automatic updates, cautious downloads and staff awareness rather than antivirus alone.
- Read the article Wikipedia
- Multi-factor authentication (MFA)
- A login method requiring a second proof of identity beyond a password, such as an app code or hardware key. It is one of the most effective protections against stolen or guessed passwords.
- Read the article Wikipedia
- Open-source software
- Software whose source code is publicly available and usually free to use and modify, such as LibreOffice or Linux. It suits budget-constrained organizations but may require more technical self-support.
- Read the article Wikipedia
- Password manager
- A tool that securely stores and generates strong, unique passwords for every account, unlocked with one master password. Team versions let organizations share credentials safely and remove access when staff leave.
- Read the article Wikipedia
- Personal data
- Information relating to an identifiable person, such as names, emails, donation records or client files. Many privacy laws impose handling, security and disclosure duties on organizations that collect it.
- Read the article Wikipedia
- Phishing
- Fraudulent emails or messages that trick people into revealing credentials or clicking malicious links. It is the most common attack on small organizations, making staff training a core defense.
- Read the article Wikipedia
- Privacy policy
- A public statement explaining what personal data an organization collects, why, how it is protected and how people can exercise their rights. Many privacy laws require one on your website.
- Read the article Wikipedia
- Ransomware
- Malware that encrypts files and demands payment for their release. Offline, tested backups are the primary recovery path, since paying the ransom offers no guarantee of restoring data.
- Read the article Wikipedia
- Refurbished hardware
- Used computers or devices professionally restored, tested and resold with a warranty. Buying refurbished cuts cost and e-waste, but buyers should check the warranty, grading standards and seller reputation.
- Read the article
- Responsible AI use
- Practices for adopting AI tools ethically, including transparency about use, human review of outputs, avoiding bias, protecting confidential data and considering impacts on staff and the people you serve.
- Read the article Wikipedia
- Right-to-repair
- The principle that device owners should be able to repair their own hardware, supported by access to parts, tools and manuals. It extends equipment life and reduces both costs and electronic waste.
- Read the article Wikipedia
- SaaS (Software as a Service)
- Software delivered online via subscription rather than installed locally, such as Google Workspace or Microsoft 365. It lowers upfront cost and shifts maintenance to the vendor but creates ongoing fees.
- Read the article Wikipedia
- Screen reader
- Assistive software that reads on-screen content aloud or outputs it to a braille display for blind or low-vision users. Websites and documents must be structured correctly to work with screen readers.
- Read the article Wikipedia
- Software license
- The legal agreement governing how software may be used, installed and transferred. Nonprofits should verify license terms, especially for donated software, to stay compliant and avoid surprise costs.
- Read the article Wikipedia
- Sustainable technology
- Practices that reduce the environmental footprint of technology, such as extending device lifespans, choosing energy-efficient equipment, minimizing cloud storage bloat and recycling responsibly.
- Read the article
- Tech volunteer
- A person who donates time to help an organization with technology tasks, from troubleshooting to website work. Managing them well requires defined scopes, documentation, accounts and knowledge transfer plans.
- Read the article Wikipedia
- Technology acceptance policy
- An organizational rule for handling donated or discounted equipment and software, covering eligibility checks, security standards, data wiping and what the organization will and will not accept.
- Read the article
- Total cost of ownership (TCO)
- The full cost of technology over its lifetime, including purchase price, setup, subscriptions, support, training and disposal. Comparing TCO, not just price, prevents budget surprises for small organizations.
- Read the article Wikipedia
- Two-factor authentication (2FA)
- A common form of multi-factor authentication combining a password with a second factor such as a code or security key. Enabling it on email and financial accounts is a top security priority.
- Read the article Wikipedia
- Vendor lock-in
- Dependency on one provider's products that makes switching costly or difficult. Choosing tools with data export options and open standards reduces the risk for small organizations.
- Read the article Wikipedia
- WCAG
- The Web Content Accessibility Guidelines, an international standard for making web content accessible to people with disabilities. They provide the testable criteria behind most accessibility checklists.
- Read the article Wikipedia
- Zero-day vulnerability
- A security flaw unknown to the software vendor or unpatched at discovery, exploitable before a fix exists. Prompt automatic updates are the main practical defense for small organizations.
- Read the article Wikipedia