Many nonprofits depend on older, on-premises applications — donor databases, finance tools, custom-built case management systems — that work well enough but are tethered to aging servers. These systems are often too critical to replace immediately, yet they limit remote work, pose security risks, and create unpredictable expenses.
The good news: you can keep the software you rely on while eliminating the burden of maintaining physical servers. Virtual desktops — such as Microsoft Azure Virtual Desktop (AVD) and Amazon WorkSpaces — let you run legacy applications securely in the cloud, accessible from anywhere, without the costs and headaches of outdated infrastructure.
Compliance rules also differ: California’s CCPA/CPRA, Massachusetts’ PII safeguards, and New York’s grant security standards can shape system design and security configurations.
Why “Do Nothing” Still Costs You
In nonprofit tech, “legacy” means vital, not obsolete. But over time, keeping systems on-site leads to mounting issues. Security vulnerabilities grow as outdated operating systems miss critical updates. Vendor support fades, and finding experts familiar with older platforms becomes harder. Costs accumulate quietly — electricity, cooling, emergency repairs, and downtime that can interrupt fundraising or reporting cycles. When you account for periodic server replacements, backup systems, and lost productivity, maintaining old servers can be more expensive than moving to the cloud — especially when cloud resources are sized and managed properly.What Virtual Desktops Offer Nonprofits
A virtual desktop delivers a familiar Windows environment hosted in Azure or AWS. Staff can log in from any location and device — whether PC, Mac, Chromebook, or thin client — with the same access they’d have in the office. Two main approaches are common:- Multisession hosts (e.g., Windows 11 Enterprise multisession in Azure) allow multiple staff to share a single virtual machine, reducing costs for light to medium workloads.
- Dedicated desktops (e.g., Amazon WorkSpaces) give each person their own environment, better for heavy workloads, sensitive data, or applications that require isolation.
How Migration Works
Nonprofits typically follow a phased approach. The process begins with an assessment of applications, integrations, user counts, and storage needs. A design phase determines whether multisession or dedicated desktops fit best, how storage will be configured, and what security measures are required. A pilot follows, testing performance, printing, scanning, and day-to-day workflows with a small, representative group. A parallel run keeps the old systems online until the new environment is proven. Training rounds out the process, with short videos, “what’s changed” guides, and clear escalation paths for support.Controlling Costs from Day One
Cloud computing can be cost-efficient — or expensive if unmanaged. Bills tend to spike when systems run at full capacity 24/7, when underused resources aren’t shut down, or when old files take up premium storage. Key strategies for nonprofits include: scheduling desktops to power down outside business hours, enabling autoscaling to match peak usage, and moving infrequently accessed files to lower-cost storage tiers. Setting spend alerts and tagging resources by program or grant also makes it easier to track and justify expenses.Choosing Between Azure and AWS
Azure Virtual Desktop is often the best fit for nonprofits already using Microsoft 365, thanks to its tight integration with Teams, SharePoint, and OneDrive. Multisession hosting can further reduce costs for lighter workloads. Amazon WorkSpaces may be preferable for organizations that need persistent desktops, value flexible billing models, or already use AWS services like S3 or FSx. The decision should be based on application behavior, storage requirements, licensing considerations, and staff work patterns — not just vendor preference.Local Factors That Matter
While virtual desktops are location-agnostic, selecting the right cloud region improves performance.- Nonprofits in the San Francisco Bay Area or Los Angeles benefit from West US (Azure) or us-west-1/us-west-2 (AWS).
- Those in Boston or New York often choose East US (Azure) or us-east-1/us-east-2 (AWS).
Compliance rules also differ: California’s CCPA/CPRA, Massachusetts’ PII safeguards, and New York’s grant security standards can shape system design and security configurations.
Why This Matters for Mission Impact
Shifting legacy applications to the cloud isn’t about “buying tech.” It’s about making operations resilient, protecting sensitive data, and giving staff reliable access wherever they work. This approach allows nonprofits to extend the life of critical systems while preparing for future modernization — all without tying their mission to aging servers and unpredictable expenses.Next Steps
If you’re considering virtual desktops:- Clarify your primary goal — whether it’s improving remote access, tightening security, ensuring reliability, or meeting compliance requirements.
- Run a pilot with real workflows before committing to a full rollout.
- Build cost controls in early so your budget stays predictable.