What do you do with gift batch validation reports? I have printouts of gift batch validation reports dating back to when we first began using RE in 2001. Keeping them hasn't been an issue thus far, but I am being kicked out of my office and have nowhere to keep these big notebooks full of validation reports. Do you keep gift batch validation reports? If so, for how long? And where? I want to throw them away and am trying to figure out if there's any reason to keep them. Thanks, Karen

We file a validation report, a gift fund summary report and attach these to oeach batch revenue sheet and filed by date, to prove the gifts in each batch entered in RE. When needing to refer back to a gift entered, or for year-end audit, these are valuable documents. We keep these on file for 7 years, as outlined by the government. They can be filed in banker boxes after the end of each fiscal year, and stored on the premises, if you don't need them "handy". St. Joseph's Healthcare Foundation Hamilton, Ontario

Karen

Like you we had loads of lever arch files containing validation reports going back many years.

To update and streamline this we now export the closed validation report as a PDF named by batch number and saved into a shared directory where the security does not allow any deletions. In this directory is also an excel spreadsheet used as an index to the validation reports.

The contents of the directory is burnt to disk at each FY end and saved. Then the directory is deleted, with a new one already in place.

We create and printout receipt reports which are then filed along with its corresponding day’s gift batches. (For some this is re-phrased as the corresponding day’s mail).

Regards
Alan

Alan Kay
Systems Administrator
St Ann's Hospice
[Email Removed]
www.sah.org.uk

I'm really interested on this method of saving the gift batch validation report.  Do you export the validation from batch into excel?

Yolanda, as previously mentioned, the closed gift batches are exported as a PDF.