Children's charity Barnardo's has adopted Huddle's cloud content collaboration technology to enable volunteers nationwide to securely share information with the charity's staff.
Using Huddle, said Barnardo's, volunteers across the UK now have "a fast and secure electronic way of sharing meeting notes" - which include details of interactions with children, young people and families - with internal teams at Barnardo's.
With around 900 Barnardo's projects running nationwide, many of the ventures rely on volunteers to support their work. Activities undertaken by volunteers include befriending and mentoring, helping to run play schemes and day trips, and acting as advocates.
When meeting with children, young people and families, all observations, interactions and activities have to be recorded "to ensure that there are no gaps in someone's story", Barnardo's said.
Traditionally, a number of different methods were used by volunteers to get their recordings on the central record.
Although all these methods were secure, the variance had an impact on the amount of training and support that volunteers needed. Managing the different processes was proving costly in terms of both time and money for the volunteers and Barnardo's.
Tom Rees, assistant director of IS at Barnardo's, said, "Regardless of whether a volunteer had access to our internal system or extranet, training and time resources were becoming a real challenge and we needed a much simpler but still secure way to share sensitive information."
He said, "Email simply isn't secure enough and we'd used Huddle on a project previously so knew it met our security requirements. Pan-government accreditation at IL2 and other certifications such as ISO 27001 were essential and Huddle ticks all the boxes."
Using Huddle Note, the volunteers can securely write-up their notes on any internet-enabled PC, creating and saving them directly into Huddle's secure cloud.
Granular permissions ensure that each volunteer can only access the folder that has been specifically created for them. Once a document has been created via Huddle Note, the volunteer then notifies one of the internal staff members at Barnardo's, who will transfer the file onto their internal system for archiving.
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