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Good morning, For the last 6-months or my team has been manually reviewing our constituent paper files. We update information as needed, purge files that are unnecessary to keep and then digitize and index what we’ve decided is beneficial to keep. All new items that we receive that need to be stored are worked on first so our backlog isn’t worked on as quickly as we’d like. We’re at the point that we find it worthy of looking to companies that do this sort of thing, knowing there are various ways to approach it and that the job in front of us will take years/decades. I’ve got some meetings set up with a few vendors but wanted to get some input from the group on any of the following. 1. Vendors you’ve used 2. Success stories or the inverse 3. Questions to ask when interviewing vendors 4. Were files sent away for scanning, was it done onsite by a vendor or did you implement a new scanning tool? 5. Did you create a position specific to handle this responsibility? The files that we have stored electronically are located in BOX with links embedded on the constituent file in our CRM. We also know that a lot of the stored files are unnecessary (ex. an updated address form with the address present in the database) and we’d want to be able to have the ability to review and remove as needed. I would love any guidance that could be shared. Thank you, Christine Christine A Carbone Director of Gift & Data Management University of New Hampshire Advancement Services 15 Strafford Ave Durham NH 03824 603-862-4131 christine.carbone@unh.edu<mailto:christine.carbone@unh.edu> Confidentiality Notice: This e-mail, including any attachments, is intended for the sole use of the intended recipient(s), even if addressed incorrectly, and may contain confidential information. If you are not the intended recipient, you are hereby notified that any use, dissemination, copying or retention of this e-mail or the information contained herein is strictly prohibited. If you have received this e-mail in error, please immediately notify the sender by telephone or reply by e-mail, and permanently delete this e-mail from your computer system.

Long ago at a job far, far away, my team worked with the local disabilities work center to digitize all our paper files. You might check that out. It was a great experience. Aaron Aaron Forrest CPA Senior Director Gift and Donor Services University of Rochester Office of Advancement Larry and Cindy Bloch Alumni and Advancement Center 300 East River Road Rochester NY 14627 Office 585.275.2799 / Fax 585-273-4558 Email aaron.forrest@rochester.edu [Description: Description: Description: cid:image001.gif@01C92E92.3629C5E0] <http://www.rochester.edu/> P Please consider the environment before printing this email. Confidentiality Notice: This message, including attachments may contain confidential information. Any unauthorized use, disclosure or distribution is prohibited. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Carbone, Christine Sent: Thursday, January 10, 2019 8:11 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: [FUNDSVCS] Constituent Files: Digitizing and Indexing Good morning, For the last 6-months or my team has been manually reviewing our constituent paper files. We update information as needed, purge files that are unnecessary to keep and then digitize and index what we’ve decided is beneficial to keep. All new items that we receive that need to be stored are worked on first so our backlog isn’t worked on as quickly as we’d like. We’re at the point that we find it worthy of looking to companies that do this sort of thing, knowing there are various ways to approach it and that the job in front of us will take years/decades. I’ve got some meetings set up with a few vendors but wanted to get some input from the group on any of the following. 1. Vendors you’ve used 2. Success stories or the inverse 3. Questions to ask when interviewing vendors 4. Were files sent away for scanning, was it done onsite by a vendor or did you implement a new scanning tool? 5. Did you create a position specific to handle this responsibility? The files that we have stored electronically are located in BOX with links embedded on the constituent file in our CRM. We also know that a lot of the stored files are unnecessary (ex. an updated address form with the address present in the database) and we’d want to be able to have the ability to review and remove as needed. I would love any guidance that could be shared. Thank you, Christine Christine A Carbone Director of Gift & Data Management University of New Hampshire Advancement Services 15 Strafford Ave Durham NH 03824 603-862-4131 christine.carbone@unh.edu<mailto:christine.carbone@unh.edu> Confidentiality Notice: This e-mail, including any attachments, is intended for the sole use of the intended recipient(s), even if addressed incorrectly, and may contain confidential information. If you are not the intended recipient, you are hereby notified that any use, dissemination, copying or retention of this e-mail or the information contained herein is strictly prohibited. If you have received this e-mail in error, please immediately notify the sender by telephone or reply by e-mail, and permanently delete this e-mail from your computer system.

I went through a similar project at another organization about 10 years ago. We found that there are companies that specialize in scanning & coding large quantities of documents for law firms and court proceedings. They are fast, efficient, and have processes that you can use. We did the internal sorting & labelling mostly with Volunteers – pulling in experienced staff to make any difficult decisions. Ask some of your lawyer/judge friends for recommendations. Mark Mark Mathyer Greater Chicago Food Depository mmathyer@gcfd.org<mailto:mmathyer@gcfd.org> 773-843-2844 From: Advancement Services Discussion List [mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG] On Behalf Of Forrest, Aaron Sent: Thursday, January 10, 2019 8:22 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Constituent Files: Digitizing and Indexing Long ago at a job far, far away, my team worked with the local disabilities work center to digitize all our paper files. You might check that out. It was a great experience. Aaron Aaron Forrest CPA Senior Director Gift and Donor Services University of Rochester Office of Advancement Larry and Cindy Bloch Alumni and Advancement Center 300 East River Road Rochester NY 14627 Office 585.275.2799 / Fax 585-273-4558 Email aaron.forrest@rochester.edu [Description: Description: Description: cid:image001.gif@01C92E92.3629C5E0] <http://www.rochester.edu/> P Please consider the environment before printing this email. Confidentiality Notice: This message, including attachments may contain confidential information. Any unauthorized use, disclosure or distribution is prohibited. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Carbone, Christine Sent: Thursday, January 10, 2019 8:11 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: [FUNDSVCS] Constituent Files: Digitizing and Indexing Good morning, For the last 6-months or my team has been manually reviewing our constituent paper files. We update information as needed, purge files that are unnecessary to keep and then digitize and index what we’ve decided is beneficial to keep. All new items that we receive that need to be stored are worked on first so our backlog isn’t worked on as quickly as we’d like. We’re at the point that we find it worthy of looking to companies that do this sort of thing, knowing there are various ways to approach it and that the job in front of us will take years/decades. I’ve got some meetings set up with a few vendors but wanted to get some input from the group on any of the following. 1. Vendors you’ve used 2. Success stories or the inverse 3. Questions to ask when interviewing vendors 4. Were files sent away for scanning, was it done onsite by a vendor or did you implement a new scanning tool? 5. Did you create a position specific to handle this responsibility? The files that we have stored electronically are located in BOX with links embedded on the constituent file in our CRM. We also know that a lot of the stored files are unnecessary (ex. an updated address form with the address present in the database) and we’d want to be able to have the ability to review and remove as needed. I would love any guidance that could be shared. Thank you, Christine Christine A Carbone Director of Gift & Data Management University of New Hampshire Advancement Services 15 Strafford Ave Durham NH 03824 603-862-4131 christine.carbone@unh.edu<mailto:christine.carbone@unh.edu> Confidentiality Notice: This e-mail, including any attachments, is intended for the sole use of the intended recipient(s), even if addressed incorrectly, and may contain confidential information. If you are not the intended recipient, you are hereby notified that any use, dissemination, copying or retention of this e-mail or the information contained herein is strictly prohibited. If you have received this e-mail in error, please immediately notify the sender by telephone or reply by e-mail, and permanently delete this e-mail from your computer system.