Nonprofit data systems consulting

Make your nonprofit’s records easier to find, use, and maintain.

Remote support for nonprofits and social-service organizations to assess, organize, migrate, and maintain the information their teams rely on.

Start a conversation How the work fits

Based in Salinas, California. Remote across the United States, with in-person meetings in Monterey and Santa Cruz counties.

From hard-to-find information to a system your team can maintain.

Find
Review where records live, how staff use them, and what makes daily work harder.
Organize
Shape shared drives, file names, ownership, migrations, and approved retention practices around the work.
Maintain
Document the system and train staff so useful practices continue after handoff.

Support from assessment through handoff.

Assessment and recommendations

Understand your current records, tools, and staff workflows before deciding what should change.

Hands-on records organization

Reorganize shared drives and records around clear structures, naming conventions, and ownership.

Migration

Plan and move information into an agreed structure when records need to change location or system.

Retention policy implementation

Put your organization’s approved retention requirements into records workflows, documentation, and staff practices. Klaro does not provide legal advice or certify compliance.

Documentation and training

Give staff clear guidance and practical training so they can maintain the system as work changes.

Looking for a first step? Read our guides to organizing a nonprofit shared drive, building a records retention schedule and preparing for a file and records migration.

Signs you need this

Most organizations don’t call it a data systems problem. They call it lost time. You might recognize some of these:

Staff regularly ask each other where a file is, or keep private copies because the shared version is hard to find.
The shared drive has several folders called some version of “Archive” or “Old,” and nobody is sure what’s safe to delete.
You’re planning a move to SharePoint, Google Drive, or a new system, and you’d rather not carry the mess with you.
A funder, auditor, or new contract is asking for records handling you can’t easily demonstrate.
One long-tenured staff member is the only person who knows where everything is.

What you’ll have at the end

Every engagement is scoped to the organization. Typical deliverables include:

A complete inventory of what exists, where it lives, and who owns it, built without moving or deleting anything until you’ve approved the plan.
A classification of what to keep, archive, review, or retire, with anything potentially sensitive flagged for the right person to review first.
A folder structure and naming standard designed around how your teams actually work, tested with the staff who’ll use it.
A migration plan, when records need to move, sequenced so nothing is lost and access stays correct.
Documentation and training so the structure holds after the engagement ends.

See what this looked like for a behavioral health center that classified 23,220 files before anything moved: Sorting 23,000 files without breaking anything.

Common questions

Will you delete our files?

Not without written approval. The work starts read-only. Anything recommended for deletion goes on a list your leadership approves, and anything that might be regulated is flagged for review first.

Can you work with our IT provider?

Yes. IT handles systems and permissions. Klaro focuses on the structure, standards, and decisions about the information itself. The two work best together.

Do you give legal advice about retention?

No. Klaro helps you implement the retention requirements your organization and counsel approve, and organizes the evidence so those decisions are easier to make.

How long does it take?

It depends on too many factors to estimate honestly before seeing your system: volume, how many people need to weigh in, what’s sensitive, and whether anything needs to move. That’s why every engagement starts with a scoped first phase. Once it’s done, you get a grounded estimate for the rest instead of a guess.

How an engagement runs

Every engagement is different, but the shape is consistent. Nothing changes in your systems until you’ve approved it in writing, and you decide at the end of each phase whether to continue.

A first conversation. We talk through what’s getting in the way, who’s involved, and what your systems look like today. It’s free, and it often clarifies whether outside help makes sense at all.
A written, phased scope. You get a proposal that breaks the work into phases, each with defined deliverables, plus what’s out of scope and what’s needed from your team. The first phase is usually an assessment, because an honest estimate for the rest depends on what it finds.
Kickoff and ground rules. We agree on who approves what, who handles compliance questions, how IT is involved, and how often you’ll hear from Klaro. Those agreements are written down before work begins.
Assess, recommend, approve. The work starts by understanding what exists, without changing anything. Findings and recommendations come to you in writing, and anything sensitive is flagged for the right person. Nothing moves forward until it’s approved.
Implement, document, hand off. Approved changes are made carefully, verified as they go, and logged. The engagement ends with documentation, training, and a maintenance plan, so your team can keep it running.

Many engagements start small, with a pilot or a single department, and grow once the first phase has proved its value. Recommendations stay honest even when that means recommending less work.

A practical, remote engagement

Start with the systems and people you already have.

Klaro works remotely with nonprofits and social-service organizations across the United States and is based in Salinas, California, with in-person meetings across Monterey and Santa Cruz counties. The work starts with your existing tools, priorities, and staff routines.

Klaro’s founder brings a decade of direct-services experience across nonprofits, county government, community colleges, and private agencies.

Make records easier for your team to work with.

If staff spend time searching for records or rebuilding context, start a conversation about what is getting in the way.

Start a conversation