Why Churches Should Use Organizational Accounts for Digital Platforms: Part 2

December 11th, 2024

Practical Steps for Setting Up Church-Owned Accounts

To set up church-owned accounts effectively, start by using a dedicated email address. Create an official church email, such as admin@yourchurch.org or accounts@yourchurch.org, using the church’s domain name to establish a professional and consistent identity. Avoid using personal email addresses like Gmail or Yahoo, as these can be difficult to recover if the individual leaves or becomes unavailable.

Centralize your credentials for secure and efficient management. Use password management tools like LastPass or 1Password to store and share account credentials securely among authorized users. Ensure that trusted church leaders, such as session/council/vestry/committee members or administrative staff, have access to the password manager or a backup list of credentials. This approach not only guarantees accountability but also prevents the risk of being locked out of important accounts.

Then, update any existing accounts to align with these practices. Begin by auditing all current digital accounts—such as PayPal, Gmail, social media platforms, and domain registrars—to determine if they are linked to personal email addresses. Compile a comprehensive list of all platforms in use and transition ownership by updating the email addresses to the church’s dedicated account. Most platforms provide settings to change the registered email; remember to verify the new email address after making updates. Additionally, document all changes, including updated credentials and recovery methods like security questions or backup emails, to provide easy future reference.

Best Practices for Digital Account Management

Keep Multiple Key Holders

Designate Trusted Individuals: Assign at least two or three trusted individuals to hold access to critical accounts such as email, domain registrars, social media platforms, and donation systems.
Avoid Sole Dependency: Ensure no single person has exclusive control over any account to prevent disruptions in case of unavailability due to illness, relocation, or other circumstances.
Include Handoffs in Leadership Transitions: When church staff or volunteers change roles, include a formal handoff process to transfer access to all relevant accounts.

Document Ownership Details

Clear Ownership Records: Maintain an up-to-date record of who owns and manages each account, along with key information such as the associated email address, recovery options, and payment methods.
Domain and Hosting Details: Include detailed records of domain registration information, including the registrar name, renewal dates, and administrative contacts.
Backup Recovery Information: Document recovery methods such as backup codes, security questions, or secondary contact emails. Store these securely in a password manager.

Plan for Continuity

Integrate into Governance Policies: Establish digital asset management as part of your church’s governance policies to ensure accountability and continuity.
Emergency Access Plans: Develop a clear plan for accessing accounts in emergencies, such as sudden staff transitions or security breaches.

Regularly Review and Update Access

Periodic Audits: Conduct regular reviews (e.g., quarterly or annually) of all accounts to ensure access lists are up-to-date and that only authorized individuals have permissions.
Revoke Unnecessary Access: Immediately remove access for individuals who are no longer in a leadership or volunteer position.
Password Updates: Update passwords regularly, especially after transitions, to maintain account security.