Hi all: I am currently trying to resolve an issue with development personnel related to the opening of mail. Some staff want all their mail delivered to them unopened for confidentiality and other reasons. We get most of our receipts through a lockbox, so its not an issue of volume, but magnitude as far the checks we receive directly in our office. We have consistently opened all mail (other than those marked confidential) over the years, in order to centralize the process and make sure that checks are accounted for and processed on a timely basis. The opened mail is then distributed. Before we had this policy, mail went everywhere and there were some checks that were lost in people's offices or sat for days because the recipients were away. The auditors have addressed our segregation of duties and we're clear on that, but I am afraid that our internal controls will be compromised if the mail opening does not remain centralized. However, I am also concerned about confidentiality as well as our development effort grows and we maintain more and more personal relationships. Any thoughts on how I can address this? Thanks for any input you can give..... Michael Bankert VP, Finance & Administration California State Parks Foundation

Hi Michael, I can definitely give you my thoughts on this topic. We just went through the a similar transition last summer and surprisingly has worked out well. Please feel free to contact me for an indepth look at our processes. Monica Solomon Director, Development Operations and Research John G. Shedd Aquarium [Email Removed] (312) 692-3282

We had a similar problem and resolved it by developing gift processing procedures that everyone adheres to. All staff are aware that they must turn in any gifts or pledges to the data processing department immediately for input. We have also developed donation forms to record gifts, pledges or dues payments that come with out supporting documentation to identify campaign, fund and appeal, as well as account codes. If you have not resolved your dilemma already, feel free to contact me. I’d be happy to discuss it further with you. Kellie

Kellie, I would be interested in your donation forms also. Would you send me your contact information so I may reach you directly. Nancy Ehlers [Email Removed]

Nancy, et al, Sorry about that, I thought I had marked that checkbox to include the information. Here you go. Kellie Schumacher Information Systems Manager Point Defiance Zoological Society Tacoma, WA 253.404.3692 Direct [Email Removed]

I would think that allowing each to open their own mail would take away from the controls the auditor has placed on check processing. I would think they would have a say as to keeping the process as it is. Isn't any mail received by an employee at work technically the property of the company? Isn't it like email? If so, then individuals should not need to worry about who is opening the mail as it is not personal - it's business. I think that if your policy includes an allowance for things marked personal or confidential to not be opened then I think you've given them enough allowance. Thankfully, but not, my last organization after 9/11 was the recipient of a hoax antrax scare and all mail is now opened in a secure room with hepa filtration and immediate access to a shower. No one there is complaining about their mail being opened by someone else. *** I can spell, I just can't type. Where is spell check? Melissa S. Graves [Email Removed]

Hi Michael! I was an auditor before my current position, and we always had management letter comments to clients (who were not already doing so) that two people should always open the mail (unless marked, "Personal and Confidential") to mitigate the risk of misappropriation of checks or cash. I think this is a well-known best practice (and we have implemented it at my current company). Our development department gets a copy of all donor's checks and the original envelope and any other correspondence. We do this all in a very timely manner (within an hour of receiving the mail) so that our development staff can still get thank you letters out within 3 days of receiving a gift (and maintain the personal relationships you are concerned about). Also since 2 (very efficient) people open the mail, they are not reading or taking time to peruse the mail which mitigates the risk of confidences being breached. I think you have all the amunition you need just in your recognition that, "Before we had this policy, mail went everywhere and there were some checks that were lost in people's offices or sat for days because the recipients were away." To give you an idea of our volume, we receive, on average, 30 checks through the mail a day (and up to 130 around calendar year end!) plus direct mail gifts received through a lockbox. In total, we write thank you notes for about 35,000 gifts a year. Good luck; and when all else fails, blame it on the auditors and Sarb-Ox! -Katie