I use Legacy.com almost daily looking for old alums.  For the not so recent deaths that I am just trying to document, the short bit of the Obituary is enough for me to prove someone died.  Though I copy the full obit into the record when possible, copying the opening sentence and not buying the full obit works for us. 

I don't put any faith whatsoever in the Word document. Lets say you have a drama with a major donor claiming not to have received a thank-you letter. The Word file doesn't even prove that you printed it, let alone had it signed, then mailed. Not to mention that if you've auto-inserted the date, the letter you claimed to have sent out on X date is now dated for today - oops! 

I scan the acknowlegement and copies of any documents. Credit card numbers I Xout with a sharpie.
An organization I once worked for was audited and spot-checked for their record retention, including acknowledgements. I also keep paper copies.

Yes, it's time consuming, but not too bad using a top-loading scanner. You can batch all the day's income together and scan it as one document, and link it to the media files of the relevant donors.

Hello Kathy,

I suggest that you contact Sandra Smith at Love A Child in Riverview FL.  They are using a system which images the Reply Devices which are either envelopes or check-sized paper together.  An image access locator along with donor and gift data is posted into RE, while the checks are electronically deposited to their bank. Love A Child has reduced staff while continuing to increase gift / donation volume.

Thank you,

Jim Cowen - 847-274-9645

 Melissa,

Depending on your annual volume, going the lockbox route can add considerable cost without making your data entry any easier.  In fact, lockbox tends to increase the amount of data entry work on top of the cost of the lockbox.  I'd suggest that you talk with fellow RE'ers that have tried the lockbox route, such as Todd Hacker, RMA who went this route and is now bringing it back inside.

If you don't have Todd's number, please contact me off list.

Thank you,

Jim Cowen - 847-274-9645 

 Kathy,

You should be able to turn your acknowledgements in 24 to 36 hours at the most, not 3-days.

Thank you,

Jim

I agree - a lockbox is convenient from a security angle if a large amount of monies are coming in the door, but almost by definition, they slow things down.

Hi all,

I was wondering if you could let me know what scanning software you currently use?  I am conducting some research on this as it would be great to get at the museum, but I was just wondering if this type of software can be integrated with Raiser's Edge or with a Finance system?  We use Agresso and compatibility with both these systems is key and would really strengthen my argument.

Any information you have about costs etc would also be greatly appreciated.

Best wishes,

Charlotte