Datacare Docs gives your NGO version-controlled documents, approval workflows, and a complete audit trail that builds donor confidence, so your next review is a formality, not a crisis.
Grant files that stand up to a donor audit, and tools a field team can use from anywhere.
Every Kenyan NGO we speak to is dealing with at least three of these. If any of them sound familiar, we can fix them in days, not months.
Your last donor audit found 3 missing grant agreements, shared on WhatsApp and deleted
Programme reports take a week to compile because files are scattered across different laptops
Beneficiary data sits in unencrypted Excel files: a clear KDPA 2019 violation
Field staff share documents via personal email, with no record of who saw what, or when
Your NGO Coordination Board registration documents are physical copies locked in a cabinet
Board resolutions and MOU amendments exist in multiple conflicting versions across inboxes
Each of these is fixable. Talk to our team today →
Datacare Docs is purpose-configured for the way Kenyan NGOs actually work, from headquarters in Nairobi to field offices upcountry.
Store every grant agreement, MOU, budget revision, and donor report in one version-controlled repository. Nothing gets lost on WhatsApp again.
KDPA 2019-compliant beneficiary records with role-based access. Know exactly who viewed or edited sensitive community data, and when.
Compile narrative and financial reports from a single document repository. No more emailing team members asking for their sections.
Connect field staff to HQ securely via Microsoft Teams and WhatsApp Business, with document sharing that leaves a proper audit trail.
Board resolutions, annual reports, and regulatory filings in one place, with approval workflows that prove due process was followed.
Every document access, edit, and download is logged. Hand donor auditors a full activity report in minutes, not hours.
Datacare Docs is our document management platform configured specifically for Kenyan civil society organisations. It runs in the cloud, works on any device, and gives your team the structure that donor auditors expect, without the complexity that slows teams down.
Whether you manage one donor or twenty, Datacare Docs keeps every agreement, report, and board resolution in one version-controlled, access-controlled place. Your M-Pesa payment receipts, field photos, and budget revisions live alongside your narrative reports, searchable in seconds.
Datacare Docs is the foundation. These tools complete the picture, from field communications to disaster recovery.
Your field teams already use WhatsApp. The WhatsApp Business Platform turns it into a structured communication channel, with message logs, broadcast lists for beneficiary updates, and integration into your document workflow.
Eligible Kenyan NGOs can access Microsoft 365 at nonprofit pricing, sometimes free. Includes Teams for internal collaboration, Exchange email, and SharePoint as an additional document layer. We handle the eligibility application.
A power surge in Nairobi or a stolen laptop should not wipe out years of programme data. SimbaBackup copies it off-site every night, encrypted with a key only you hold.
If your organisation collects, stores, or processes personal data about beneficiaries, volunteers, or staff, KDPA 2019 applies to you, regardless of whether you are a local NGO or an INGO. Fines for non-compliance can reach KES 5 million or three years in prison for a data controller. Datacare Docs is configured to help you meet your obligations, from consent management to data breach response.
Datacare Docs pricing is in KES, with no surprise USD conversions. Most small NGOs start from KES 15,000/month for up to 10 users. Compare that to the cost of one failed donor audit, one KDPA 2019 fine, or one week of staff time rebuilding lost documents.
For small NGOs and CBOs starting out with structured document management.
All prices in KES. M-Pesa payments accepted. Annual plans available at a discount. Not sure which plan? Call us on 0784 155 752.
Our Nairobi-based team will walk you through exactly how Datacare Docs works for an NGO like yours: live, no slides, no fluff. You'll leave knowing whether it's the right fit.