FundSvcs Community

Hello all, Our offices are moving to a significantly smaller location, so we are re-examining our record keeping strategy. I'm talking specifically about day-to-day contributions-- checks, envelopes with postmark dates, donor letters (not including longer-term agreements, estate documents, etc.) In the past we've kept 3 complete FY + current FY of records, entirely in paper. Unfortunately as you know these files have a large footprint. Has it become pretty standard at this point to shift to digital record keeping? Or perhaps keeping current year + 1FY in paper and the rest in digital only? What are some of the strong opinions out there and why? Successes? Horror stories and lessons learned? Many thanks for any shared wisdom and experiences! Regards, Dominic -- *Dominic Matar* Director of Advancement Services Office of Alumni Affairs and Development The Cooper Union for the Advancement of Science and Art 212.353.4167 For online contributions, please go to: cooper.edu/give <http://www.cooper.edu/give>

I personally see no reason to keep copies of anything on paper once it has been scanned and you have successfully backed up that scan (weekly/monthly/etc.). The key for me, as I have mentioned many times, is only scanning what is absolutely necessary to begin with. You mention envelopes - which are not necessary - as well as checks - which also aren't necessary assuming you have the digital backup from your deposit. But I have stated my opinion on those matters until I am sure most are sick of hearing from me :-). John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Wed, Jan 16, 2019 at 11:46 AM Dominic Matar <dmatar@cooper.edu> wrote: > Hello all, > > Our offices are moving to a significantly smaller location, so we are > re-examining our record keeping strategy. I'm talking specifically about > day-to-day contributions-- checks, envelopes with postmark dates, donor > letters (not including longer-term agreements, estate documents, etc.) > > In the past we've kept 3 complete FY + current FY of records, entirely in > paper. Unfortunately as you know these files have a large footprint. > > Has it become pretty standard at this point to shift to digital record > keeping? Or perhaps keeping current year + 1FY in paper and the rest in > digital only? What are some of the strong opinions out there and why? > Successes? Horror stories and lessons learned? > > Many thanks for any shared wisdom and experiences! > > Regards, > > Dominic > -- > *Dominic Matar* > Director of Advancement Services > Office of Alumni Affairs and Development > The Cooper Union for the Advancement of Science and Art > 212.353.4167 > > For online contributions, please go to: cooper.edu/give > <http://www.cooper.edu/give> >

Thank you John and Corie! John I agree with you, but what about fringe cases where the donor may have to prove the timing-- if something is postmarked Dec. 31st, for example? Are there no situations where we may be called on to prove postmark date? Corie, we may eliminate records of checks altogether since they are scanned as part of the deposit (as John mentioned). Best, Dominic On 1/16/2019 12:16 PM, Pryor, Corie wrote: > > One thing to note when scanning is that our comptroller from the > business office reminded us that when scanning checks to make sure you > black out the account number.  Is everyone else doing this when they > are scanning their gifts? > >   > > /Corie Pryor/ > > Coordinator of Operations > > Advancement Office > > Truman State University > > Kirksville MO 63501 > > cpryor@truman.edu <mailto:cpryor@truman.edu> > > 660-785-4125 > >   > >   > > /This message (including any attachments) may contain confidential, > proprietary and privileged information, and unauthorized disclosure or > use is prohibited. If you received this message in error, please > notify the sender and delete this message from your system./ > >   > > *From:*Advancement Services Discussion List > [mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG] *On Behalf Of *John Taylor > *Sent:* Wednesday, January 16, 2019 11:12 AM > *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG > *Subject:* Re: [FUNDSVCS] Paper vs Digital Records for Daily Gift Batches > >   > > I personally see no reason to keep copies of anything on paper once it > has been scanned and you have successfully backed up that scan > (weekly/monthly/etc.).  The key for me, as I have mentioned many > times, is only scanning what is absolutely necessary to begin with.  > You mention envelopes - which are not necessary - as well as checks - > which also aren't necessary assuming you have the digital backup from > your deposit. > >   > > But I have stated my opinion on those matters until I am sure most are > sick of hearing from me :-). > >   > > John > >   > > John H. Taylor > > Principal, John H. Taylor Consulting > > 2604 Sevier St. > > Durham, NC   27705 > > johntaylorconsulting@gmail.com <mailto:johntaylorconsulting@gmail.com> > > 919.816.5903 (cell/text) > >   > > Serving the Advancement Community Since 1987 > >   > >   > > On Wed, Jan 16, 2019 at 11:46 AM Dominic Matar <dmatar@cooper.edu > <mailto:dmatar@cooper.edu>> wrote: > > Hello all, > > Our offices are moving to a significantly smaller location, so we > are re-examining our record keeping strategy. I'm talking > specifically about day-to-day contributions-- checks, envelopes > with postmark dates, donor letters (not including longer-term > agreements, estate documents, etc.) > > In the past we've kept 3 complete FY + current FY of records, > entirely in paper. Unfortunately as you know these files have a > large footprint. > > Has it become pretty standard at this point to shift to digital > record keeping? Or perhaps keeping current year + 1FY in paper and > the rest in digital only? What are some of the strong opinions out > there and why? Successes? Horror stories and lessons learned? > > Many thanks for any shared wisdom and experiences! > > Regards, > > Dominic > > -- > *Dominic Matar* > Director of Advancement Services > Office of Alumni Affairs and Development > The Cooper Union for the Advancement of Science and Art > 212.353.4167 > > For online contributions, please go to: cooper.edu/give > <http://www.cooper.edu/give> > -- *Dominic Matar* Director of Advancement Services Office of Alumni Affairs and Development The Cooper Union for the Advancement of Science and Art 212.353.4167 For online contributions, please go to: cooper.edu/give <http://www.cooper.edu/give>

In a word, no. It is the donors' responsibility to prove when they made a gift and the IRS states that an official bank record can support that. Well, that's a canceled check which only proves when a check was deposited. But that seems to be just fine even if in the next year. I have not kept envelopes (personally) for over 20 years and have never been asked to provide one by the IRS. John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Wed, Jan 16, 2019 at 1:30 PM Dominic Matar <dmatar@cooper.edu> wrote: > Thank you John and Corie! > > John I agree with you, but what about fringe cases where the donor may > have to prove the timing-- if something is postmarked Dec. 31st, for > example? Are there no situations where we may be called on to prove > postmark date? > > Corie, we may eliminate records of checks altogether since they are > scanned as part of the deposit (as John mentioned). > > Best, > > Dominic > > > On 1/16/2019 12:16 PM, Pryor, Corie wrote: > > One thing to note when scanning is that our comptroller from the business > office reminded us that when scanning checks to make sure you black out the > account number. Is everyone else doing this when they are scanning their > gifts? > > > > *Corie Pryor* > > Coordinator of Operations > > Advancement Office > > Truman State University > > Kirksville MO 63501 > > cpryor@truman.edu > > 660-785-4125 > > > > > > *This message (including any attachments) may contain confidential, > proprietary and privileged information, and unauthorized disclosure or use > is prohibited. If you received this message in error, please notify the > sender and delete this message from your system.* > > > > *From:* Advancement Services Discussion List [ > mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG <FUNDSVCS@LISTSERV.FUNDSVCS.ORG>] *On > Behalf Of *John Taylor > *Sent:* Wednesday, January 16, 2019 11:12 AM > *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG > *Subject:* Re: [FUNDSVCS] Paper vs Digital Records for Daily Gift Batches > > > > I personally see no reason to keep copies of anything on paper once it has > been scanned and you have successfully backed up that scan > (weekly/monthly/etc.). The key for me, as I have mentioned many times, is > only scanning what is absolutely necessary to begin with. You mention > envelopes - which are not necessary - as well as checks - which also aren't > necessary assuming you have the digital backup from your deposit. > > > > But I have stated my opinion on those matters until I am sure most are > sick of hearing from me :-). > > > > John > > > > John H. Taylor > > Principal, John H. Taylor Consulting > > 2604 Sevier St. > > Durham, NC 27705 > > johntaylorconsulting@gmail.com > > 919.816.5903 (cell/text) > > > > Serving the Advancement Community Since 1987 > > > > > > On Wed, Jan 16, 2019 at 11:46 AM Dominic Matar <dmatar@cooper.edu> wrote: > > Hello all, > > Our offices are moving to a significantly smaller location, so we are > re-examining our record keeping strategy. I'm talking specifically about > day-to-day contributions-- checks, envelopes with postmark dates, donor > letters (not including longer-term agreements, estate documents, etc.) > > In the past we've kept 3 complete FY + current FY of records, entirely in > paper. Unfortunately as you know these files have a large footprint. > > Has it become pretty standard at this point to shift to digital record > keeping? Or perhaps keeping current year + 1FY in paper and the rest in > digital only? What are some of the strong opinions out there and why? > Successes? Horror stories and lessons learned? > > Many thanks for any shared wisdom and experiences! > > Regards, > > Dominic > > -- > *Dominic Matar* > Director of Advancement Services > Office of Alumni Affairs and Development > The Cooper Union for the Advancement of Science and Art > 212.353.4167 > > For online contributions, please go to: cooper.edu/give > <http://www.cooper.edu/give> > > -- > *Dominic Matar* > Director of Advancement Services > Office of Alumni Affairs and Development > The Cooper Union for the Advancement of Science and Art > 212.353.4167 > > For online contributions, please go to: cooper.edu/give > <http://www.cooper.edu/give> >

Fair enough -- thank you John! On 1/16/2019 1:58 PM, John Taylor wrote: > In a word, no.  It is the donors' responsibility to prove when they > made a gift and the IRS states that an official bank record can > support that.  Well, that's a canceled check which only proves when a > check was deposited.  But that seems to be just fine even if in the > next year. > > I have not kept envelopes (personally) for over 20 years and have > never been asked to provide one by the IRS. > > John H. Taylor > Principal, John H. Taylor Consulting > 2604 Sevier St. > Durham, NC   27705 > johntaylorconsulting@gmail.com <mailto:johntaylorconsulting@gmail.com> > 919.816.5903 (cell/text) > > Serving the Advancement Community Since 1987 > > > On Wed, Jan 16, 2019 at 1:30 PM Dominic Matar <dmatar@cooper.edu > <mailto:dmatar@cooper.edu>> wrote: > > Thank you John and Corie! > > John I agree with you, but what about fringe cases where the donor > may have to prove the timing-- if something is postmarked Dec. > 31st, for example? Are there no situations where we may be called > on to prove postmark date? > > Corie, we may eliminate records of checks altogether since they > are scanned as part of the deposit (as John mentioned). > > Best, > > Dominic > > > On 1/16/2019 12:16 PM, Pryor, Corie wrote: >> >> One thing to note when scanning is that our comptroller from the >> business office reminded us that when scanning checks to make >> sure you black out the account number.  Is everyone else doing >> this when they are scanning their gifts? >> >>   >> >> /Corie Pryor/ >> >> Coordinator of Operations >> >> Advancement Office >> >> Truman State University >> >> Kirksville MO 63501 >> >> cpryor@truman.edu <mailto:cpryor@truman.edu> >> >> 660-785-4125 >> >>   >> >>   >> >> /This message (including any attachments) may contain >> confidential, proprietary and privileged information, and >> unauthorized disclosure or use is prohibited. If you received >> this message in error, please notify the sender and delete this >> message from your system./ >> >>   >> >> *From:*Advancement Services Discussion List >> [mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG] *On Behalf Of *John Taylor >> *Sent:* Wednesday, January 16, 2019 11:12 AM >> *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG >> <mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> >> *Subject:* Re: [FUNDSVCS] Paper vs Digital Records for Daily Gift >> Batches >> >>   >> >> I personally see no reason to keep copies of anything on paper >> once it has been scanned and you have successfully backed up that >> scan (weekly/monthly/etc.).  The key for me, as I have mentioned >> many times, is only scanning what is absolutely necessary to >> begin with.  You mention envelopes - which are not necessary - as >> well as checks - which also aren't necessary assuming you have >> the digital backup from your deposit. >> >>   >> >> But I have stated my opinion on those matters until I am sure >> most are sick of hearing from me :-). >> >>   >> >> John >> >>   >> >> John H. Taylor >> >> Principal, John H. Taylor Consulting >> >> 2604 Sevier St. >> >> Durham, NC   27705 >> >> johntaylorconsulting@gmail.com >> <mailto:johntaylorconsulting@gmail.com> >> >> 919.816.5903 (cell/text) >> >>   >> >> Serving the Advancement Community Since 1987 >> >>   >> >>   >> >> On Wed, Jan 16, 2019 at 11:46 AM Dominic Matar <dmatar@cooper.edu >> <mailto:dmatar@cooper.edu>> wrote: >> >> Hello all, >> >> Our offices are moving to a significantly smaller location, >> so we are re-examining our record keeping strategy. I'm >> talking specifically about day-to-day contributions-- checks, >> envelopes with postmark dates, donor letters (not including >> longer-term agreements, estate documents, etc.) >> >> In the past we've kept 3 complete FY + current FY of records, >> entirely in paper. Unfortunately as you know these files have >> a large footprint. >> >> Has it become pretty standard at this point to shift to >> digital record keeping? Or perhaps keeping current year + 1FY >> in paper and the rest in digital only? What are some of the >> strong opinions out there and why? Successes? Horror stories >> and lessons learned? >> >> Many thanks for any shared wisdom and experiences! >> >> Regards, >> >> Dominic >> >> -- >> *Dominic Matar* >> Director of Advancement Services >> Office of Alumni Affairs and Development >> The Cooper Union for the Advancement of Science and Art >> 212.353.4167 >> >> For online contributions, please go to: cooper.edu/give >> <http://www.cooper.edu/give> >> > -- > *Dominic Matar* > Director of Advancement Services > Office of Alumni Affairs and Development > The Cooper Union for the Advancement of Science and Art > 212.353.4167 > > For online contributions, please go to: cooper.edu/give > <http://www.cooper.edu/give> > -- *Dominic Matar* Director of Advancement Services Office of Alumni Affairs and Development The Cooper Union for the Advancement of Science and Art 212.353.4167 For online contributions, please go to: cooper.edu/give <http://www.cooper.edu/give>

Thanks Alan, insights much appreciated! On 1/16/2019 3:24 PM, Hejnal, Alan wrote: > > The system has serious deficiencies!  Whether the donor can claim the > gift in the preceding year depends on the postmark, and yet the donor > isn’t the one who gets the postmarked envelope, we are!  (And, > increasingly, we don’t have the postmark either, in cases like BREs, > metered mail, etc., where there may well not be an actual USPS postmark.) > >   > > One of the reasons for the written acknowledgment to use a processed > date and not state the date of the gift (i.e. the postmark date) is > because if we _do_ state the date of the gift, we are considered to > have provided the donor with tax advice about the date of the gift, as > counsel at a previous institution once explained it to me.  We would > therefore be subject to penalties if we stated it incorrectly, and, > with respect to the topic at hand, we would be required to retain for > at least 3 years the documentation upon we based our advice (i.e. the > cancelled envelope).  If we don’t put the date of gift on the receipt, > then we haven’t provided any advice based on the postmark date, and we > don’t have any requirement to retain the envelopes with their postmarks. > >   > > My US$0.02 worth; the usual disclaimers apply. > >   > > Good luck! > >   > > */Alan/* > >   > > *Alan S. Hejnal    * > > Data Quality Manager > > Smithsonian Institution - Office of Advancement > > 600 Maryland Avenue SW, Suite 600E > > P.O. Box 37012, MRC 527 > > Washington, DC 20013-7012 > > (: 202-633-8754| *: HejnalA@si.edu > <mailto:HejnalA@si.edu>                                                                                                            > > > SNAGHTML5cbfa34 > <https://www.si.edu/>                                                      > AASP_FundSvcs_LOGO-01(040pct)(mark) > >   > >   > > *From:*Advancement Services Discussion List > <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> *On Behalf Of *John Taylor > *Sent:* Wednesday, January 16, 2019 1:58 PM > *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG > *Subject:* Re: [FUNDSVCS] Paper vs Digital Records for Daily Gift Batches > >   > > In a word, no.  It is the donors' responsibility to prove when they > made a gift and the IRS states that an official bank record can > support that.  Well, that's a canceled check which only proves when a > check was deposited.  But that seems to be just fine even if in the > next year. > >   > > I have not kept envelopes (personally) for over 20 years and have > never been asked to provide one by the IRS. > >   > > John H. Taylor > > Principal, John H. Taylor Consulting > > 2604 Sevier St. > > Durham, NC   27705 > > johntaylorconsulting@gmail.com <mailto:johntaylorconsulting@gmail.com> > > 919.816.5903 (cell/text) > >   > > Serving the Advancement Community Since 1987 > >   > >   > > On Wed, Jan 16, 2019 at 1:30 PM Dominic Matar <dmatar@cooper.edu > <mailto:dmatar@cooper.edu>> wrote: > > Thank you John and Corie! > > John I agree with you, but what about fringe cases where the donor > may have to prove the timing-- if something is postmarked Dec. > 31st, for example? Are there no situations where we may be called > on to prove postmark date? > > Corie, we may eliminate records of checks altogether since they > are scanned as part of the deposit (as John mentioned). > > Best, > > Dominic > >   > > On 1/16/2019 12:16 PM, Pryor, Corie wrote: > > One thing to note when scanning is that our comptroller from > the business office reminded us that when scanning checks to > make sure you black out the account number.  Is everyone else > doing this when they are scanning their gifts? > >   > > /Corie Pryor/ > > Coordinator of Operations > > Advancement Office > > Truman State University > > Kirksville MO 63501 > > cpryor@truman.edu <mailto:cpryor@truman.edu> > > 660-785-4125 > >   > >   > > /This message (including any attachments) may contain > confidential, proprietary and privileged information, and > unauthorized disclosure or use is prohibited. If you received > this message in error, please notify the sender and delete > this message from your system./ > >   > > *From:*Advancement Services Discussion List > [mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG] *On Behalf Of *John Taylor > *Sent:* Wednesday, January 16, 2019 11:12 AM > *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG > <mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> > *Subject:* Re: [FUNDSVCS] Paper vs Digital Records for Daily > Gift Batches > >   > > I personally see no reason to keep copies of anything on paper > once it has been scanned and you have successfully backed up > that scan (weekly/monthly/etc.).  The key for me, as I have > mentioned many times, is only scanning what is absolutely > necessary to begin with.  You mention envelopes - which are > not necessary - as well as checks - which also aren't > necessary assuming you have the digital backup from your deposit. > >   > > But I have stated my opinion on those matters until I am sure > most are sick of hearing from me :-). > >   > > John > >   > > John H. Taylor > > Principal, John H. Taylor Consulting > > 2604 Sevier St. > > Durham, NC   27705 > > johntaylorconsulting@gmail.com > <mailto:johntaylorconsulting@gmail.com> > > 919.816.5903 (cell/text) > >   > > Serving the Advancement Community Since 1987 > >   > >   > > On Wed, Jan 16, 2019 at 11:46 AM Dominic Matar > <dmatar@cooper.edu <mailto:dmatar@cooper.edu>> wrote: > > Hello all, > > Our offices are moving to a significantly smaller > location, so we are re-examining our record keeping > strategy. I'm talking specifically about day-to-day > contributions-- checks, envelopes with postmark dates, > donor letters (not including longer-term agreements, > estate documents, etc.) > > In the past we've kept 3 complete FY + current FY of > records, entirely in paper. Unfortunately as you know > these files have a large footprint. > > Has it become pretty standard at this point to shift to > digital record keeping? Or perhaps keeping current year + > 1FY in paper and the rest in digital only? What are some > of the strong opinions out there and why? Successes? > Horror stories and lessons learned? > > Many thanks for any shared wisdom and experiences! > > Regards, > > Dominic > > -- > *Dominic Matar* > Director of Advancement Services > Office of Alumni Affairs and Development > The Cooper Union for the Advancement of Science and Art > 212.353.4167 > > For online contributions, please go to: cooper.edu/give > <http://www.cooper.edu/give> > > -- > *Dominic Matar* > Director of Advancement Services > Office of Alumni Affairs and Development > The Cooper Union for the Advancement of Science and Art > 212.353.4167 > > For online contributions, please go to: cooper.edu/give > <http://www.cooper.edu/give> > -- *Dominic Matar* Director of Advancement Services Office of Alumni Affairs and Development The Cooper Union for the Advancement of Science and Art 212.353.4167 For online contributions, please go to: cooper.edu/give <http://www.cooper.edu/give>

One thing to note when scanning is that our comptroller from the business office reminded us that when scanning checks to make sure you black out the account number. Is everyone else doing this when they are scanning their gifts? Corie Pryor Coordinator of Operations Advancement Office Truman State University Kirksville MO 63501 cpryor@truman.edu<mailto:cpryor@truman.edu> 660-785-4125 This message (including any attachments) may contain confidential, proprietary and privileged information, and unauthorized disclosure or use is prohibited. If you received this message in error, please notify the sender and delete this message from your system. From: Advancement Services Discussion List [mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG] On Behalf Of John Taylor Sent: Wednesday, January 16, 2019 11:12 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Paper vs Digital Records for Daily Gift Batches I personally see no reason to keep copies of anything on paper once it has been scanned and you have successfully backed up that scan (weekly/monthly/etc.). The key for me, as I have mentioned many times, is only scanning what is absolutely necessary to begin with. You mention envelopes - which are not necessary - as well as checks - which also aren't necessary assuming you have the digital backup from your deposit. But I have stated my opinion on those matters until I am sure most are sick of hearing from me :-). John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Wed, Jan 16, 2019 at 11:46 AM Dominic Matar <dmatar@cooper.edu<mailto:dmatar@cooper.edu>> wrote: Hello all, Our offices are moving to a significantly smaller location, so we are re-examining our record keeping strategy. I'm talking specifically about day-to-day contributions-- checks, envelopes with postmark dates, donor letters (not including longer-term agreements, estate documents, etc.) In the past we've kept 3 complete FY + current FY of records, entirely in paper. Unfortunately as you know these files have a large footprint. Has it become pretty standard at this point to shift to digital record keeping? Or perhaps keeping current year + 1FY in paper and the rest in digital only? What are some of the strong opinions out there and why? Successes? Horror stories and lessons learned? Many thanks for any shared wisdom and experiences! Regards, Dominic -- Dominic Matar Director of Advancement Services Office of Alumni Affairs and Development The Cooper Union for the Advancement of Science and Art 212.353.4167 For online contributions, please go to: cooper.edu/give<http://www.cooper.edu/give>

The system has serious deficiencies! Whether the donor can claim the gift in the preceding year depends on the postmark, and yet the donor isn’t the one who gets the postmarked envelope, we are! (And, increasingly, we don’t have the postmark either, in cases like BREs, metered mail, etc., where there may well not be an actual USPS postmark.) One of the reasons for the written acknowledgment to use a processed date and not state the date of the gift (i.e. the postmark date) is because if we do state the date of the gift, we are considered to have provided the donor with tax advice about the date of the gift, as counsel at a previous institution once explained it to me. We would therefore be subject to penalties if we stated it incorrectly, and, with respect to the topic at hand, we would be required to retain for at least 3 years the documentation upon we based our advice (i.e. the cancelled envelope). If we don’t put the date of gift on the receipt, then we haven’t provided any advice based on the postmark date, and we don’t have any requirement to retain the envelopes with their postmarks. My US$0.02 worth; the usual disclaimers apply. Good luck! Alan Alan S. Hejnal Data Quality Manager Smithsonian Institution - Office of Advancement 600 Maryland Avenue SW, Suite 600E P.O. Box 37012, MRC 527 Washington, DC 20013-7012 •: 202-633-8754 | •: HejnalA@si.edu<mailto:HejnalA@si.edu> [SNAGHTML5cbfa34]<https://www.si.edu/> [AASP_FundSvcs_LOGO-01(040pct)(mark)] From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of John Taylor Sent: Wednesday, January 16, 2019 1:58 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Paper vs Digital Records for Daily Gift Batches In a word, no. It is the donors' responsibility to prove when they made a gift and the IRS states that an official bank record can support that. Well, that's a canceled check which only proves when a check was deposited. But that seems to be just fine even if in the next year. I have not kept envelopes (personally) for over 20 years and have never been asked to provide one by the IRS. John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Wed, Jan 16, 2019 at 1:30 PM Dominic Matar <dmatar@cooper.edu<mailto:dmatar@cooper.edu>> wrote: Thank you John and Corie! John I agree with you, but what about fringe cases where the donor may have to prove the timing-- if something is postmarked Dec. 31st, for example? Are there no situations where we may be called on to prove postmark date? Corie, we may eliminate records of checks altogether since they are scanned as part of the deposit (as John mentioned). Best, Dominic On 1/16/2019 12:16 PM, Pryor, Corie wrote: One thing to note when scanning is that our comptroller from the business office reminded us that when scanning checks to make sure you black out the account number. Is everyone else doing this when they are scanning their gifts? Corie Pryor Coordinator of Operations Advancement Office Truman State University Kirksville MO 63501 cpryor@truman.edu<mailto:cpryor@truman.edu> 660-785-4125 This message (including any attachments) may contain confidential, proprietary and privileged information, and unauthorized disclosure or use is prohibited. If you received this message in error, please notify the sender and delete this message from your system. From: Advancement Services Discussion List [mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG] On Behalf Of John Taylor Sent: Wednesday, January 16, 2019 11:12 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: Re: [FUNDSVCS] Paper vs Digital Records for Daily Gift Batches I personally see no reason to keep copies of anything on paper once it has been scanned and you have successfully backed up that scan (weekly/monthly/etc.). The key for me, as I have mentioned many times, is only scanning what is absolutely necessary to begin with. You mention envelopes - which are not necessary - as well as checks - which also aren't necessary assuming you have the digital backup from your deposit. But I have stated my opinion on those matters until I am sure most are sick of hearing from me :-). John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Wed, Jan 16, 2019 at 11:46 AM Dominic Matar <dmatar@cooper.edu<mailto:dmatar@cooper.edu>> wrote: Hello all, Our offices are moving to a significantly smaller location, so we are re-examining our record keeping strategy. I'm talking specifically about day-to-day contributions-- checks, envelopes with postmark dates, donor letters (not including longer-term agreements, estate documents, etc.) In the past we've kept 3 complete FY + current FY of records, entirely in paper. Unfortunately as you know these files have a large footprint. Has it become pretty standard at this point to shift to digital record keeping? Or perhaps keeping current year + 1FY in paper and the rest in digital only? What are some of the strong opinions out there and why? Successes? Horror stories and lessons learned? Many thanks for any shared wisdom and experiences! Regards, Dominic -- Dominic Matar Director of Advancement Services Office of Alumni Affairs and Development The Cooper Union for the Advancement of Science and Art 212.353.4167 For online contributions, please go to: cooper.edu/give<http://www.cooper.edu/give> -- Dominic Matar Director of Advancement Services Office of Alumni Affairs and Development The Cooper Union for the Advancement of Science and Art 212.353.4167 For online contributions, please go to: cooper.edu/give<http://www.cooper.edu/give>