IT Equipment for VCS organisations
Voluntary and Community groups need access to computers – fact of life. But PC’s, laptops, netbooks, tablets all cost money – very often money organisations don’t have going spare.
I’m very regularly asked for PC’s and laptops at VANEL, and over the years we have indeed handed out a wide range of computers into local groups and organisations through a variety of means.
This article is both reference and update on how your organisation or any group can get access to technology to help you work more effectively.
Firstly, why ask VANEL?
VANEL has long managed the concept of Common Treasury (equipment hosted within the community for the good of the community). And through Common Treasury we have over the years distributed a range of new or refurbished PCs and laptops to local organisations.
Over the past year or two we’ve also received in PCs from closing down, publicly funded projects in Grimsby and then redistributed the IT equipment out to local groups. Dozens of groups have received a PC or two in this fashion.
We also have, at times, been given old PC’s (or found some of our older PCs surplus to requirement) and have also distributed those to groups.
Finally, we have a small number of laptops ourselves which we on occasion loan out to Members and Friends of VANEL.
What have we got now?
(As of March 2013)
Requests are still coming in for groups asking for PCs or laptops, and at the moment I have a waiting list. Please do feel free to ask (and I’ll add you to the list), but generally we’ve worked our way through our current stock of old PC’s and have no more available for distribution.
That may change month on month of course.
Please also note that we have no laptops to donate out (and generally never do).
So where can you get IT equipment?
NEW
You can buy it new of course (more on funding below). In which case there are bargains to be had in the supermarkets on cheaper laptops and PC’s. But this may be the most expensive route.
VANEL uses an IT supplier with relatively cheap IT, so it might be possible for us to make arrangements to buy it on your behalf (you pay, we order on invoicable terms rather than using a credit card). Speak to me direct about this.
Don’t forget buying new means choices:
PC’s with Windows 8 or search for machines still running Windows 7 ?
Macintosh rather than PC?
Laptop or Netbook or even Tablet?
What software will you run on it.
Bear in mind that most Windows PC’s/laptops only come with trial software licences. If you are a Microsoft Office lover, you’ll need to factor in buying the software after your trial period ends.
Registered UK Charities can buy software cheap via the CTX scheme. (More of this in a future article – or speak to me about this).
REFURBISHED
Nationally there are plenty of organisations that sell cheap IT to charities and other voluntary groups. You’ll need to see if one of these options works for you. The equipment is much, much cheaper (but not free), is generally setup with usable software but, of course, is a lot older.
Here’s a list of organisations you could investigate:
http://www.itforcharities.co.uk/pcs.htm
Examples of good sources of equipment include:
http://www.computersforcharities.org/lowcost
and
http://www.getonlineathome.org/
(probably the most high profile cheap IT scheme at the moment)
Unfortunately you’ll need to do the legwork in deciding what to buy from where.
DONATED
Of course if you need a zero cost option then you’ll need someone to donate IT equipment to you. Either get the word out around your own networks, partners or beneficiaries and see if they can offer you anything.
Please do come to VANEL and ask too. We can’t promise anything, but can add you to our waiting list.
If your organisation is a Member or Friend of VANEL then why not post your request for IT onto our VANEL news website. Just let us know you want to do that and we’ll get it up on the website. (another benefit for being a Member of VANEL)
Don’t forget that donated machines can be older, slower and will need the right software on them for your needs.
Do you need a computer at all?
You’ll need access to a computer – that’s a simple fact. No organisation these days can justifiably operate without some access to the outside world via the internet.
But do you need physical IT equipment? In general, of course the answer is yes – it’s always better.
But if you have a small group, no funds and only a few IT needs (accounts, funding applications, a few letters etc), then perhaps you can manage differently.
I’ll share more thoughts on this in the future, but options I can suggest:
A small tablet instead of a laptop? Google Nexus for £159 runs Android apps to get online and do lots of office tasks. Might this be enough?
Use a ‘virtual’ office with a Google account so that you can access documents (Google Drive), emails (Gmail), calendars etc all online. You and your team could then all share this virtual office via home PC’s, Library computers, Community Centre IT suites etc. No need to purchase IT equipment at all.
Just a thought…
Funding IT
If you need to find money for IT then that’s a separate issue.
Save up donations. Fundraise specifically. Make sure the next funding application includes money for capital IT equipment. Start saving an IT fund from surpluses from other activities.
Either way, saving for a laptop (no more than £300 even if new) should be part of a fundraising process no different from helping run any other part of the organisation.
In Conclusion
If you don’t ask, you don’t get. So please feel free to contact me at VANEL if you have any requirements for IT.
But at present, VANEL can only assist in an ad-hoc manner – if and when we have equipment to donate.
So, do the research yourself into what equipment you really need to get hold of and where you can get it.
Any questions about this, please email me (Karl Elliott) at karl@vanel.org.uk