Hello.
We currently use a filing system (think medical office) to store any subscriber paperwork that come in, including all renewal forms. Painful when the bulk of our renewals come through by mail or fax. Space is also starting to become an issue, not to mention the cost for labor and for materials.
We do a purge every couple of years or so (for subs that are not renewed), which adds on to the work for the season.
I've been researching into electronic filing systems and was hoping that an organization here may have information they can share. What company/system do you use and how do you like it?
Thanks in advance!
~Karen
_______________________________________________________ Karen Diche Manager, Season Tickets Segerstrom Center for the Arts 600 Town Center Drive, Costa Mesa, CA 92626 T (714) 556-2122 x 4359 F (714) 755-7477 E KDiche@SCFTA.org
Would not the documents function in Tessitura suit your purposes? At our venue, we take the renewal forms that come in through the mail, scan them into a .pdf format as they arrive and then just attach them to each patron's account in the Research Tab, satellite button "Documents". Actually we pretty much do that for every document that we receive in the mail from patrons that we might want to be able to look at later. I know it's been useful a number of times in the past when we've attached complaint letters to their accounts and were able to reference their exact wording when talking to the patron.
We do use the documents function in Tessitura, but only for documents like Death Certificates, Obituaries, Complaint letters, etc. What I'm looking at is archiving all our subscriber files electronically. I've found a few vendors but wanted to see if anyone else has experience with this. Our office currently looks like a medical office with all the patron folders we have.