Revised with new information as of July 12, 2005

 
Caution! Re: Accepting Technology Donations
("free" computers and software are rarely so)

 
I am a huge believer in in-kind donations, both of new and used computer equipment. I think it is a wonderful idea for oh-so-many reasons -- for instance, used computers, so-called "old" technology, can still provide many, many benefits to mission-based organizations, and it's better for them to get a second or third life than to go into a landfill.

But even in-kind donations of NEW computers should be accepted with caution.

I'm keeping the names and location of this account anonymous; I'm sure it's happened more than once, in more than one community. Consider it Anytown, USA:

In 1999, a very large and well-respected high tech company donated a few hundred computers to nonprofits and other community groups in their surrounding area. Much national media attention and fanfare accompanied this donation -- the nonprofits and community groups receiving these computers were very much in need of new computers, either to add to what they already had or to replace their existing systems. The company ended up looking very good for having such a big heart.

The company made it clear that these were "as is" donations -- they would not provide support for these computers, and it was up to the individual agencies to fix any problems that might occur with these machines.

Unfortunately, many of these nonprofits didn't realize what it means to get a computer and no support. And just as unfortunately, the company didn't inform the community groups that many of these machines were not Y2K compliant, or where these groups could go for low-cost or free assistance with the machines.

Just a few months later, there were some organizations that are having to spend a lot of money and resources to get these machines working. In one case, the machine replaced the only computer in the organization -- they went from having one very outdated computer that worked to not having a working computer at all.

So, for organizations needing computer donations: think twice before accepting a donation, even of new machines. If the company will not support the system, where will you go when things go wrong? Is this really an improvement over what you have? Do you have the in-house expertise and know how to use this donated equipment?

For companies wanting to make such donations: your intentions are great, but remember that a free computer isn't necessarily a good one. If you aren't going to provide support for the machine, and your machine is going to replace the system a nonprofit org already uses, you could be setting up that organization for disaster. Have suggestions for where these organizations can go for help. And be up front about problems they may have with the machines (and be up front as to why are you getting rid of them).

A similar story was posted to CNSTech, a discussion group for technology issues and information for Corporation for National Service staff and volunteers:

I work in a public elementary school that has had to good fortune to receive hardware and software donations. Some of these have been very useful, and others have served their time as expensive paperweights. We have learned that we only accept working machines, since we don't have the time or knowledge to fix truly broken ones, we have also gleaned the following words of wisdom:

1. Only accept things in your platform unless you have a specific use for or need to cross platform, or unless someone you work with is very familiar with that platform and will take on that computer as their responsibility.

2. Unless it was just done before they gave them to you, reformat the drives and install a clean system. Doing that has eased many headaches.

3. If the company is giving you the hardware because they are switching platforms, ask for the manuals and installer disks for the software on the computers.

4. If your computers are networked, don't accept machines that can't be hooked to your network; what good is a machine that can't print, share files or access the web? Exception: we have a pile of old Mac SE computers and we love them. We have them hooked to an ancient laser printer through a local talk network. They make wonderful word processing machines for kids, and they are the most problem-free computers we own.

 
Also see

• Gifts In Kind International is a nonprofit organization that receives and distributes various donated products and services, including computers.

• An Educator's Guide to Assessing the Cost of Donated Computers
  Although focused on teachers, this is also a great checklist for any NGO/NPO considering the acceptance of donated hardware, software or other computer/technical related equipment. Developed by the Software and Information Industry Association.

• Seattle-based ONE/Northwest, which provides a concise list of major software donation programs. This useful site provides contact information and requirements for each program.

• Choosing Specialized Software
  Label-making software, volunteer management software, project management software, presentation software, art work software, client-management software, fund raising software, etc. -- the "Buy v. Build" database debate, what to look for in a particular software package, etc.

• How To Support Your Computer and Internet Systems
  How does a not-for-profit organization or public sector agency, with limited resources and, often, a staff doing a lot more than their job description defines, support their computer and Internet systems? Who solves problems? Who evaluates the system and suggests when or when not to upgrade? Who identifies training needs of the staff? Here are a few suggestions.

• Free Help With Databases & Software
  In addition to tutorials and printed support material that came with your database software package, companies often provide free online bulletin boards, Web sites and automated fax libraries where users can get more specific or updated answers for database questions. There are also Internet discussion groups centered around discussing the use of particular types of database packages. Participants in the groups are software users just like you, although many are often advanced users.

• Resources For Users of Older Computers
  Not-for-profit and public sector organizations often don't have the option to buy or to upgrade their computers to the latest and greatest toys on the market. And older computers can't use the latest software and systems version. Still, you CAN get a lot out of such older computer systems -- you can surf the Internet, send and receive e-mail, create databases, do desktop publishing, etc. This tip sheet will show you that a lot can be done with just a little technology, and where to find resources for your older computer.

• Keep Your Computer Humming: Basic Computer Maintenance and Problem Solving
  General tips for all computers, and specific information for both Macintosh and IBM/Clone PC maintenance and problem-solving, basic printer problem-solving, and things to do before you call technical support

• Pro Bono / In-Kind / Donated Services for Mission-Based Organizations:
  When, Why & How?
  There are all sorts of professionals who want to donate their services -- web design, graphic design, human resources expertise, legal advice, editing, research, and so forth -- to mission-based organizations. And there are all sorts of nonprofits and NGOs who would like to attract such donated services. But often, there's a disconnect -- misunderstandings and miscommunications and unrealistic expectations that lead to missed opportunities and frustrating experiences. This resource, prompted by the topic coming up at the same time on a few online discussion groups I read, is designed to help both those who want to donate professional services and those who want to work with such volunteers. It's applicable to a variety of situations, not just those involving computer and Internet-related projects.

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