Hello All,
My Chief Development Officer and I would like to go green/digital with our department paperwork. You know how development people LOVE to have things in their hands. Have any organizations gone through a scan and upload process? I am looking for some suggestions on and implementation and on-going maintenance plan. Did you hire a firm, or do it in house? What kind of timeline did you work with? Did you start with your most recent files and work backward? Any help is appreciated.
Thanks,
Marie F. Kocher
Development Assistant
Kansas City Ballet
Hi Marie,
We went through a process of going paperless during my time at San Francisco Ballet. We used a program called PaperSave, which is a document management and workflow program. This was integrated into the custom tab of Tessitura records. All gift documentation and paper acknowledgments were saved into their record and accessible through this software. Acknowledgments were scanned and uploaded manually, but gift documentation information was automatically tied to the Tessitura record through the gift entry process. We did this all in house through our IT department (although come to think of it, they may have had help from PaperSave, but I can't remember).
I would scan documentation, but we had a volunteer who would rename the PDFs according to a predetermined naming convention. This ultimately sped up the uploading of these documents to Tessitura records since the file name included the constituent ID.
I'm happy to talk more offline about this, or with anyone else who has questions. I was responsible for gift processing/acknowledgments during this time and it was extremely beneficial in the efficiency of my work!
Best,Alyssa
Donor Services Data ManagerSan Francisco Operaasaint@sfopera.com
Mark, out of curiosity, have you had to work around any issues with multiple documents associated to the same ref_no? I'm thinking of multi-installment pledges where the associated documentation may include an initial acknowledgement, reminders for outstanding payments, a final ack when the pledge is fully paid, etc. Or does OptiView allow for multiple documents to all be housed under the umbrella of a single ref_no? Thanks!