Nonprofit organizations face unique challenges compared to for-profit organizations. For example, nonprofits often run skeleton staffs to keep in line with budgetary constraints. The fewer staff members an organization has, the harder it is to operate efficiently. Even for organizations with adequate staffing, managing documents in-house using traditional file storage is inefficient, time-consuming, and eats away at an already limited budget.
Document management for nonprofits addresses these issues, and when a nonprofit adopts it, they can operate efficiently despite budget and staffing constraints.
What are the Benefits of Document Management for Nonprofits?
Nonprofits rely heavily on volunteers to save on staffing costs. While saving on staffing, volunteers create a substantial turnover, which means a single initiative could go through multiple hands in a single 30-day period.
Regardless of whether they have volunteers or paid staff working for their organization, nonprofits must keep meticulous records for applications, donors, board members, and tax returns. Nonprofits can benefit significantly from a document storage solution that allows them to pull up information when necessary, regardless of how many volunteers or staff members have worked on it in the past.
Document management services offer tech for nonprofits that improve workflow, provide immediate access to documentation, and reduce time wasted from high turnover catch up.
1. Maximizing Volunteer Efficiency Despite High Turnover
A nonprofit’s volunteer workforce doesn’t have to be a liability. With document management, nonprofits create user credentials and permissions based on a volunteer’s level – limiting access to certain documents but giving access to those they need to work efficiently.
Volunteers can scan, convert, and add hard copies to the nonprofits cloud storage, and nonprofit administrators have access to information on what volunteer had uploaded it, when it was uploaded, and where.
The days of paying volunteers to manually add a document into Microsoft Word or Excel are over too – freeing up those volunteers for other duties. Document management solutions can not only create PDFs from scanned hard copies but convert them into Microsoft formats automatically.
2. Combining Donor Information into a Single Database
Contacts, potential donors, and active donors have information that comes from varying sources. A nonprofit might receive information from a mail-in, event sign-in sheet, email, or web registration. Entering donor contact information individually into a database takes time and wastes resources.
Document management services eliminate the need for entering and combining donor data. Instead, information is inputted through document scanning, capture, and filing data into the cloud under that donor’s profile. By scanning and automatically converting information, a nonprofit can also reduce the risk of human input errors.
Input errors, especially for fundraising and donor contributions, is a significant liability a nonprofit cannot risk. To remain transparent with reporting and comply with IRS regulations, nonprofits need accurate information regarding their donors and document management services to ensure relevant, accurate information is input into the nonprofit organization’s system.
3. Reducing Paper Use, Waste, and Costs
Nonprofit organizations relying on paper are wasting valuable square footage in their facility on filing cabinets and document storage. Moving to digital storage not only frees up that storage room for more use, but it also eliminates time wasted on searching for documents, compiling records, and creating hard copy files.
Furthermore, hard copies waste paper. With document management, not only can a nonprofit move to the cloud, but they can manage devices on-site. Grouping devices into a single user network, administrators can identify which devices are not necessary, what users are creating waste, and obtain detailed fleet reports on printer activity organizational-wide.
4. Remaining Efficient and Compliant
Nonprofits need professional document management; not self-made. Security is crucial for a nonprofit’s sustainability. Not only does the nonprofit need detailed information on donations received and how they are spent, but they must protect that data.
Document management allows all documentation to be scanned into a system and stored more securely than a traditional paper trail. Furthermore, nonprofits set permissions and security levels by employee status, enjoy data encryption, and have access to audit logs through their service provider.
When it comes to filing tax returns, a nonprofit must file their Form 990 with the IRS on time and with incredible accuracy. Being able to pull data automatically to complete Form 990 efficiently prevents a nonprofit from losing their tax-exempt status.
Document Management for Nonprofits Boosts Efficiency, Protects Sensitive Data, and Optimizes Revolving Workforce with Ease
A nonprofit organization still operating with hard copies and filing cabinets can significantly benefit from the cost-savings and efficiency of document management. Even those that have dabbled in online storage will find that a professionally managed service optimizes their staff, improves efficiency, and helps them maintain compliance better than a self-made system.
DME’s document management for nonprofit organizations offers device management, automated maintenance, printing reports, and secure storage with the flexibility your organization needs. Speak with us today about implementing a document capture solution for your nonprofit.