Technology plays an increasingly important role in how charities operate, communicate, and deliver services. From donor databases and case management systems to online fundraising and cloud-based collaboration tools, many non-profit organisations now rely on IT for their day-to-day operations.
But without a clear picture of how well your systems are performing, or whether they are truly secure, it is easy to fall behind or expose your organisation to unnecessary risk. This is where IT audits come in.
What is an IT Audit?
An IT audit is a structured review of your technology environment, highlighting areas that are working well and those that need attention. For non-profits, it is a chance to ensure that limited resources are being used effectively, that data is being protected appropriately, and that the technology in place truly supports your mission. An audit can help you spot issues before they cause disruption, and provides a roadmap for improvement.
Signs Your Organisation Might Need an IT Audit
Not every issue with technology is immediately obvious, especially in busy non-profit environments where systems have evolved organically over time. Often, charities inherit or adopt tools on an as-needed basis, without a wider plan in place. Over time, this can result in inefficiencies, security gaps, or systems that simply do not work well together.
Some of the most common signs that an audit may be overdue include:
- Staff regularly frustrated by slow or unreliable systems
- Uncertainty about whether backups are running correctly
- Increasing reliance on personal devices or unsecured apps
- Confusion over who has access to what data
- A lack of documentation around systems, logins, or processes
- Difficulty answering funder questions about data protection or compliance
- Concerns about how to respond to a cyber security incident
Even if none of these feel urgent, a periodic IT audit can still be valuable. It provides clarity, surfaces hidden risks, and helps you plan improvements before problems arise.
What’s Included in a Charity & Non-profit IT Audit
A good audit looks at how technology supports your organisation’s people, processes, and policies. While anaudit should be ideally tailored to your setup, it typically includes:
- Infrastructure review: this includes checking internet reliability, network performance, hardware condition, and whether core systems (such as routers, shared drives, and email servers) are fit for purpose.
- Security and access: password policies, antivirus protection, device encryption, firewall configuration, and user access controls are all reviewed to ensure that data is protected and only available to the right people.
- Software and licensing: the audit will verify whether your tools are appropriate for your needs, whether licences are up to date, and whether there are overlapping or redundant systems that could be consolidated. In the case of charities and non-profit organisations it can also identify whether you are taking full advantage of any special deals that software providers offer for organisations with these status’.
- Backups and recovery: how is data protected in the event of loss, damage, or attack? A good audit will check that backups are occurring regularly, stored securely, and capable of restoring data quickly when needed.
- Cloud services: if you are using platforms like Microsoft 365, Google Workspace, or Dropbox, the audit will check how these are configured correctly and whether appropriate security and access controls are in place.
- Policy and process: this includes documentation, staff training, incident response plans, and whether your team knows how to identify and report security risks.
Where appropriate, it also includes informal conversations with staff. These can help surface pain points, workarounds, or concerns that might not show up in a technical report, but which significantly affect productivity or risk.
Read our guide to cybersecurity for charities and non-profits.
Audit or Assessment: What’s the Difference?
The term "IT audit" can sometimes sound more formal than it needs to. In practice, many charities benefit from a more flexible technology assessment. This still looks at all the right areas but is shaped to suit your size, capacity, and goals.
An audit might be detailed and compliance-driven, often with board or funder oversight. An assessment might be more conversational, identifying priorities and offering practical next steps. Both are valid. What matters is that you are taking stock of your technology in a structured, honest way. For smaller organisations with limited internal expertise, an informal assessment can be a helpful first step before committing to more formal or technical reviews.
Meeting the Expectations of Funders and Boards
Funders and trustees increasingly expect charities to have systems in place for managing data, protecting beneficiaries, and ensuring service continuity. Cyber security is no longer a specialist concern - it is a governance issue, especially in organisations working with vulnerable individuals or holding sensitive data.
An IT audit can help you demonstrate due diligence in all of these areas. It provides a clear record of your current setup, an explanation of any risks, and a timeline for improvement. This can be shared with boards, funders, or regulators, providing reassurance that your organisation takes digital responsibility seriously.
It also helps you plan proactively. Rather than waiting until a system fails or a cyber incident occurs, an audit gives you the opportunity to act early, often with smaller, more manageable interventions.
How to Act on Your Audit Findings
The real value of an audit lies in what you do next. Many organisations worry about what the report will say, or whether they will be able to address the recommendations. In practice, most audits identify a mix of short-term actions and longer-term improvements, many of which can be phased in or handled with existing resources.
Here’s how to get the most from the process:
- Prioritise based on risk and impact: not every issue needs urgent attention. Focus first on anything that affects data protection, service delivery, or security. A good audit report will help you rank priorities clearly.
- Make improvements manageable: where possible, look for phased or low-cost actions. This might include reviewing user permissions, enforcing password changes, or switching to a more secure email platform.
- Communicate with staff: share outcomes clearly. Explain why changes are being made and how they support your work. Encourage staff to raise questions or suggest improvements: they are often closest to what works and what does not.
- Use findings to support funding: audit findings can strengthen funding applications by showing that you understand your digital needs and are actively improving. They may also be helpful in demonstrating readiness for digital transformation projects.
- Plan your next review: annual or biennial reviews help track progress and identify new risks. Regular audits also create a culture of continuous improvement.
In many cases, audit follow-up work can be handled in partnership with an IT support provider. They can help break down tasks into manageable steps, and provide practical help with implementation, training, or tool selection.
The Wider Benefits of IT Audits
Beyond improving your systems, IT audits can have a positive impact on how your charity operates. By clarifying what is in place, what is needed, and who is responsible for different areas of IT, audits can:
- Increase staff confidence in using technology
- Reduce risk of data loss, fraud, or downtime
- Support better decision-making around investment
- Improve your ability to work remotely and securely, increasing the opportunities to work with a wider range of partners and supporters
- Demonstrate good governance and professionalism
They also provide a rare moment to step back and reflect. In a sector where capacity is often stretched, IT can sometimes fall to the bottom of the list. An audit brings it back into focus, helping ensure that your systems genuinely support your mission, rather than just keeping things running.
Enjoy the Benefits of an IT Audit for Your Organisation
An IT audit does not need to be complicated, expensive, or disruptive. Done well, it provides a clear-eyed view of your systems and helps ensure they are supporting, not holding back, your work. It is a strategic investment in your charity’s future resilience.
For charities and non-profits, where every penny counts and every hour matters, a well-structured audit can offer the confidence to make informed decisions and invest wisely in technology.
Whether you are reviewing your setup for the first time, responding to board or funder concerns, or planning for growth, book a free consultation today to find out how we can bring structure and clarity to help your organisation move forward with confidence.
