Silver Salisbury Group is a community-focused charitable organisation supporting outreach workers and volunteers across small, close-knit communities. Many of its volunteers work independently and require simple, reliable access to shared resources. The organisation relies on trustees and volunteer coordinators to manage administration, communication, and document access in a cost-conscious and secure way.
Silver Salisbury Group needed to improve the way documents, communication, and volunteer access were managed across the organisation. Outreach workers were using a mixture of personal email accounts, while volunteer coordination and file sharing were handled manually. This created practical challenges around consistency, accessibility, security, and GDPR compliance.
The organisation wanted a more structured IT framework without introducing unnecessary complexity for users. Many volunteers are retired or semi-retired, so ease of use was a key requirement. The solution also needed to reduce the administrative burden on trustees, provide secure access to resources, and avoid over-reliance on mobile devices where security or usability could become a concern. Cost was also an important consideration, with the organisation seeking a solution that would be sustainable for a charity environment.
We proposed a bespoke Microsoft 365-based solution designed around secure document sharing, simple communication, and practical day-to-day use for volunteers and trustees. The recommended approach centred on Microsoft 365 Business Basic licences, which are available free to many eligible charities and provide a cost-effective foundation for organisation-managed email, SharePoint, and Teams.
The first priority was to move document storage into SharePoint, giving the organisation a central, secure location for policies, guidance, forms, and other shared resources. This would replace inconsistent personal file-sharing methods with a structured environment where access can be managed by role or volunteer group. SharePoint also supports better governance, making it easier to control permissions, maintain current versions of documents, and reduce the risk of information being shared through informal channels.
Organisation-managed Microsoft 365 email accounts were proposed to create a more consistent and professional communication framework. This would reduce reliance on personal email addresses and help the organisation maintain clearer ownership of information. Microsoft Teams was also recommended as a simple communication hub, allowing trustees and volunteers to collaborate in a more structured way.
The delivery approach included setup, configuration, onboarding, and ongoing support. Particular attention was given to keeping the user experience straightforward, with clear access routes, minimal complexity, and support available for volunteers who may be less familiar with cloud-based tools. The proposed solution balances security, usability, compliance, and cost, while giving the organisation a stronger foundation for future growth.
The proposed solution gives Silver Salisbury Group a clearer, more secure, and more manageable IT environment. By introducing Microsoft 365, the organisation can centralise document storage, standardise communication, and provide volunteers with easier access to the resources they need.
SharePoint provides a secure, organised location for shared documents, reducing the risks associated with personal email attachments and inconsistent file-sharing methods. Organisation-managed email accounts improve accountability and help ensure information remains within the charity’s control. Teams adds a structured communication channel that can support trustees, coordinators, and outreach workers without placing unnecessary pressure on mobile device use.
The solution also reduces administrative effort for trustees by creating a more consistent framework for onboarding, access management, and document control. Volunteers benefit from simpler access to up-to-date resources, while the organisation benefits from improved security, better GDPR alignment, and a cost-effective platform suitable for a charity setting. With ongoing support included, Silver Salisbury Group can adopt the new system at a manageable pace and build confidence across its volunteer network.
- Secure central document storage through SharePoint
- Reduced reliance on personal email addresses for organisational work
- Organisation-managed Microsoft 365 accounts for improved consistency and control
- Structured access for trustees, coordinators, and volunteers
- Improved GDPR alignment through better document governance and permissions
- Simpler communication using Microsoft Teams
- Reduced administrative burden on trustees
- Cost-effective licensing approach suitable for a charity environment
- Ongoing support for setup, onboarding, and day-to-day assistance
Trust Us to Deliver
Silver Salisbury Group is a registered charity focused on overcoming isolation amongst older people in south Wiltshire. The charity has grown to a stage where relying on the individual IT of volunteer trustees and outreach workers was becoming tiresome and made complying with GDPR commitments difficult. As Treasurer I was asked to seek a partner organisation to provide secure file storage and IT support. Research identified Qlic as a good fit, understanding the needs of charities of all sizes.
This was confirmed in my initial discussion. After a thorough investigation of our challenges Qlic identified some cost- effective options to select from. We made our choice and were well supported during the take on period. Since going live we have been impressed by the rapid response of the support desk staff, their ability to identify the root cause problems and the quick fixes.
On performance to date, I have no hesitation recommending Qlic.
Alan Mitchell
Silver Salisbury