I’m two months into a grant database project with my colleague Lindsay Schroeder and we’re currently preparing for the data migration to our client’s new database.

A dark blue cloud in the corner reads: Reflections from a grant database project. Caw holds papers in her hand in front of a sign taped to the wall. The sign reads: Remember Think 5 years ahead, think out-of-the-box, think cost. Caw says when considering a database, and trails off.

Something unique about this project is that our client had tried adopting a database to manage their grants before, but still ended up mostly tracking their data through individually owned and edited Excel spreadsheets. I often see this happen in my work across archives, nonprofits, and foundations; everyone usually knows how to use Excel, database interfaces can be intimidating, and most don’t even know where to start with selecting a platform.

When considering a database, here are 3 things to remember:

  • Think 5 years ahead
  • Think out-of-the-box
  • Think cost

5 Years Ahead: Can the database grow with your data needs? Can staff make edits themselves (e.g., add new data fields)? Imagine how well this database fits your current data and how easily it could adapt to your changing data needs five years in the future.

Out-of-the-box: Out-of-the-box means how well it works as is. In other words, how good of a fit it is by default without needing to create truly custom content or configurations (e.g., adding sections to track internal staff notes in a grant record).

Cost: Costs for databases include the actual monetary price (annual fee and one-time set up fees), but also implementation, and time for training and organization-wide adoption.