FundSvcs Community

I have seen smaller organizations use Google Drive for this type of storage, and organizations that have more sophisticated needs seem to use Box or Dropbox. At the more sophisticated end, one can get fine control of user access, roles and permissions, as well as versioning, etc. What you describe as being able to locate a file and guesstimate its content by name -- is some sort of indexing, and this can be achieved by setting up a database with file name and brief synopsis of file's contents. This will also make it possible to search using some keywords that are contained within the synopsis. In general, I would recommend this option over creating a complex naming convention to make the filename self-explanatory. Hope this helps. *Medha Nanal* *Strategic Data & CRM Consulting for Nonprofit Organizations* (Fundraising, Programs, Operations, Communications) 650-600-9374 www.topcloudconsult.com ---------------------------------------------------------------------------------------- On Fri, Jun 21, 2019 at 8:01 AM Annie Curro <acurro@mit.edu> wrote: > Hi all, > > > > Here at MIT, we have a somewhat clunky custom-built document management > system that contains a myriad of scanned documents in donors’ and funds’ > files, such as notes to and from prospects/fundraisers/faculty/etc, > stewardship letters, research documents, some gift backup, and probably a > partridge in a pear tree. We’re using Ellucian Advance Web (for now), and > this system is somewhat integrated with it – you can access an individual’s > file directly from Advance, but there’s not text searchability, and files > have a somewhat opaque naming convention (LookupID_DocDate_Sequence). I’m > also hearing rumblings of a database migration in the future, so I’d like > to get a head-start on finding a more user-friendly and functional system > for our documents. > > > > I’m curious what other organizations are using for their donor files, and > what successes and challenges have come with any sort of file migration, > implementation, and adoption by the rest of the development team. One > struggle we have is that staff can be reluctant to hunt through the files, > since you can’t look at a filename and have an idea of what document it is > (I’ve only been here a couple months, so I’m still in an information > gathering phase, but having a more user friendly file-naming convention is > high on my list!). I’m also learning that because the files are tough to > navigate, some folks have been creating their own files of printouts of > various documents, which is not great to say the least. > > > > Thanks, I’m very interested to hear any feedback, input, suggestions, and > sympathy! > > > > Annie > > > > *Annie Curro* > > > > Assistant Director, Prospect Data Integrity > > Strategic Information Management > > > > Massachusetts Institute of Technology > > Office of Resource Development > > 600 Memorial Drive, W98-056A > > Cambridge, MA 02139 > > > > acurro@mit.edu > > (617) 253-1675 > > > > The MIT Campaign for a Better World > > Betterworld.mit.edu | #MITBetterWorld > > >

Hi all, Here at MIT, we have a somewhat clunky custom-built document management system that contains a myriad of scanned documents in donors’ and funds’ files, such as notes to and from prospects/fundraisers/faculty/etc, stewardship letters, research documents, some gift backup, and probably a partridge in a pear tree. We’re using Ellucian Advance Web (for now), and this system is somewhat integrated with it – you can access an individual’s file directly from Advance, but there’s not text searchability, and files have a somewhat opaque naming convention (LookupID_DocDate_Sequence). I’m also hearing rumblings of a database migration in the future, so I’d like to get a head-start on finding a more user-friendly and functional system for our documents. I’m curious what other organizations are using for their donor files, and what successes and challenges have come with any sort of file migration, implementation, and adoption by the rest of the development team. One struggle we have is that staff can be reluctant to hunt through the files, since you can’t look at a filename and have an idea of what document it is (I’ve only been here a couple months, so I’m still in an information gathering phase, but having a more user friendly file-naming convention is high on my list!). I’m also learning that because the files are tough to navigate, some folks have been creating their own files of printouts of various documents, which is not great to say the least. Thanks, I’m very interested to hear any feedback, input, suggestions, and sympathy! Annie Annie Curro Assistant Director, Prospect Data Integrity Strategic Information Management Massachusetts Institute of Technology Office of Resource Development 600 Memorial Drive, W98-056A Cambridge, MA 02139 acurro@mit.edu<mailto:acurro@mit.edu> (617) 253-1675 The MIT Campaign for a Better World Betterworld.mit.edu | #MITBetterWorld

Hi Annie, When I had worked at Princeton University I had led the project to integrate AWA with OnBase. We had a nightly feed of constituent data from AWA into OnBase to make sure all constituents were available for search and assigning documents to. We built a very robust workflow when the documents were scanned, they were tagged with the Gift ID, Gift Date, and other markers. This allowed us to develop embedded navigation links in the left navigation of AWA that were context sensitive. If you were at a Constituent level in the data view and you clicked the OnBase link, it opened up all document types within the OnBase Web view for review. If you drilled down in AWA and were on a single gift record and clicked the OnBase link, it opened up all the documents related to that gift in the OnBase webview. It worked exceedingly well, and drove adoption from our users based on it being very user friendly. We are looking at OnBase here at Jefferson, but with RE or NXT, we don’t have the same integration options that we did with AWA, which is a shame. NXT keeps saying they will be opening those types of features up, but I think that is pie in the sky. Cheers, David David B. Ritchie
 Senior Director Business Intelligence, Analytics and Data Services Office of Institutional Advancement
 Thomas Jefferson University and Jefferson Health 130 S. 9th Street, 17th Floor | Philadelphia, PA 19107
 Office: (215) 955-6929 Mobile: (215) 531-3743 David.Ritchie@jefferson.edu<mailto:David.Ritchie@jefferson.edu> Help us Reimagine Jefferson: Make a gift today<https://giving.jefferson.edu/giving/online-giving/giving.html> Support Jefferson on AmazonSmile<https://smile.amazon.com/ch/23-1352651> [cid:image002.png@01D52845.B577F610] The information contained in this transmission contains privileged and confidential information. It is intended only for the use of the person named above. If you are not the intended recipient, you are hereby notified that any review, dissemination, distribution or duplication of this communication is strictly prohibited. If you are not the intended recipient, please contact the sender by reply email and destroy all copies of the original message. CAUTION: Intended recipients should NOT use email communication for emergent or urgent health care matters. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Annie Curro Sent: Friday, June 21, 2019 10:51 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: [FUNDSVCS] Document Management Systems for Prospect Info, Gift Documentation, and more WARNING: External Email - This email originated outside of Jefferson. DO NOT CLICK links or attachments unless you recognize the sender and are expecting the email. Hi all, Here at MIT, we have a somewhat clunky custom-built document management system that contains a myriad of scanned documents in donors’ and funds’ files, such as notes to and from prospects/fundraisers/faculty/etc, stewardship letters, research documents, some gift backup, and probably a partridge in a pear tree. We’re using Ellucian Advance Web (for now), and this system is somewhat integrated with it – you can access an individual’s file directly from Advance, but there’s not text searchability, and files have a somewhat opaque naming convention (LookupID_DocDate_Sequence). I’m also hearing rumblings of a database migration in the future, so I’d like to get a head-start on finding a more user-friendly and functional system for our documents. I’m curious what other organizations are using for their donor files, and what successes and challenges have come with any sort of file migration, implementation, and adoption by the rest of the development team. One struggle we have is that staff can be reluctant to hunt through the files, since you can’t look at a filename and have an idea of what document it is (I’ve only been here a couple months, so I’m still in an information gathering phase, but having a more user friendly file-naming convention is high on my list!). I’m also learning that because the files are tough to navigate, some folks have been creating their own files of printouts of various documents, which is not great to say the least. Thanks, I’m very interested to hear any feedback, input, suggestions, and sympathy! Annie Annie Curro Assistant Director, Prospect Data Integrity Strategic Information Management Massachusetts Institute of Technology Office of Resource Development 600 Memorial Drive, W98-056A Cambridge, MA 02139 acurro@mit.edu<mailto:acurro@mit.edu> (617) 253-1675 The MIT Campaign for a Better World Betterworld.mit.edu | #MITBetterWorld

I completely agree with Rebecca in that, if you are in the midst of selecting a new database, then it’s a good idea to hold off on migrating your document management system. Also could not agree more on the need of integrating the Darabase of Record with the DMS. That being said, I’ve found that both Box and Google Drive have the best integration options among all the solutions out there. Hope this helps. On Mon, Jun 24, 2019 at 6:24 AM Rebecca Boughamer < Rebecca.Boughamer@umuc.edu> wrote: > We also use OnBase. We converted to it last year and have it integrated > with Salesforce. I can see you exploring DMS options, but you may want to > hold off on decision-making until you know what future system you will be > using for database of record. You will want to integrate as much as > possible and if you aren't sure what system you will be using in two years > I wouldn't select anything new until you know for sure. > > > *Rebecca Boughamer* > Assistant Vice President, Advancement Services > > > <https://www.google.com/maps/search/3501+University+Boulevard+E+%0D%0A+%0D%0A+%0D%0A+Adelphi,+MD+20783?entry=gmail&source=g> > <https://www.google.com/maps/search/3501+University+Boulevard+E+%0D%0A+%0D%0A+%0D%0A+Adelphi,+MD+20783?entry=gmail&source=g> > > <https://www.google.com/maps/search/3501+University+Boulevard+E+%0D%0A+%0D%0A+%0D%0A+Adelphi,+MD+20783?entry=gmail&source=g>University > of Maryland University College > 3501 University Boulevard E > <https://www.google.com/maps/search/3501+University+Boulevard+E+%0D%0A+%0D%0A+%0D%0A+Adelphi,+MD+20783?entry=gmail&source=g> > Adelphi, MD 20783 > <https://www.google.com/maps/search/3501+University+Boulevard+E+%0D%0A+%0D%0A+%0D%0A+Adelphi,+MD+20783?entry=gmail&source=g> > O: 301.985.7561 | M: 301.892.1277 > rebecca.boughamer@umuc.edu > www.umuc.edu | impact.umuc.edu | alumni.umuc.edu > Advancement Services Intake Form > <https://docs.google.com/forms/d/1XA9xQcL79Fjm6r4WvzUcXC2CXmEdmemX_GC2U6h7L38/edit> > IA Data Request Form > <https://docs.google.com/forms/d/1WviSP6bl-Qptssg_PRzqBkTRQZSqdm8mSir568AJFFM/edit> > | IA Research Request Form > <https://docs.google.com/forms/d/1iGnjG4_rqtQyw4TB0ytI9Gz3MarufjPGbMyVp31Hihk/edit> > > > ------------------------------ > *From:* Advancement Services Discussion List < > FUNDSVCS@LISTSERV.FUNDSVCS.ORG> on behalf of David Ritchie < > David.Ritchie@JEFFERSON.EDU> > *Sent:* Friday, June 21, 2019 3:26:36 PM > *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG > *Subject:* Re: [FUNDSVCS] Document Management Systems for Prospect Info, > Gift Documentation, and more > > > Hi Annie, > > When I had worked at Princeton University I had led the project to > integrate AWA with OnBase. We had a nightly feed of constituent data from > AWA into OnBase to make sure all constituents were available for search and > assigning documents to. We built a very robust workflow when the documents > were scanned, they were tagged with the Gift ID, Gift Date, and other > markers. This allowed us to develop embedded navigation links in the left > navigation of AWA that were context sensitive. If you were at a Constituent > level in the data view and you clicked the OnBase link, it opened up all > document types within the OnBase Web view for review. If you drilled down > in AWA and were on a single gift record and clicked the OnBase link, it > opened up all the documents related to that gift in the OnBase webview. > > > > It worked exceedingly well, and drove adoption from our users based on it > being very user friendly. > > > > We are looking at OnBase here at Jefferson, but with RE or NXT, we don’t > have the same integration options that we did with AWA, which is a shame. > NXT keeps saying they will be opening those types of features up, but I > think that is pie in the sky. > > Cheers, > David > > > > *David B. Ritchie* > > Senior Director Business Intelligence, Analytics and Data Services > > Office of Institutional Advancement > > *Thomas Jefferson University and Jefferson Health* > > 130 S. 9th Street, 17th Floor | Philadelphia, PA 19107 > > Office: (215) 955-6929 > > Mobile: (215) 531-3743 > > David.Ritchie@jefferson.edu > > > > Help us Reimagine Jefferson: *Make a gift today > <https://giving.jefferson.edu/giving/online-giving/giving.html>* > Support Jefferson on *AmazonSmile > <https://smile.amazon.com/ch/23-1352651>* > > > > > > The information contained in this transmission contains privileged and > confidential information. It is intended only for the use of the person > named above. If you are not the intended recipient, you are hereby notified > that any review, dissemination, distribution or duplication of this > communication is strictly prohibited. If you are not the intended > recipient, please contact the sender by reply email and destroy all copies > of the original message. > > *CAUTION*: Intended recipients should NOT use email communication for > emergent or urgent health care matters. > > > > *From:* Advancement Services Discussion List < > FUNDSVCS@LISTSERV.FUNDSVCS.ORG> *On Behalf Of *Annie Curro > *Sent:* Friday, June 21, 2019 10:51 AM > *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG > *Subject:* [FUNDSVCS] Document Management Systems for Prospect Info, Gift > Documentation, and more > > > > *WARNING: * *External Email - *This email originated outside of Jefferson. > *DO NOT CLICK* links or attachments unless you recognize the sender and *are > expecting* the email. > > > > Hi all, > > > > Here at MIT, we have a somewhat clunky custom-built document management > system that contains a myriad of scanned documents in donors’ and funds’ > files, such as notes to and from prospects/fundraisers/faculty/etc, > stewardship letters, research documents, some gift backup, and probably a > partridge in a pear tree. We’re using Ellucian Advance Web (for now), and > this system is somewhat integrated with it – you can access an individual’s > file directly from Advance, but there’s not text searchability, and files > have a somewhat opaque naming convention (LookupID_DocDate_Sequence). I’m > also hearing rumblings of a database migration in the future, so I’d like > to get a head-start on finding a more user-friendly and functional system > for our documents. > > > > I’m curious what other organizations are using for their donor files, and > what successes and challenges have come with any sort of file migration, > implementation, and adoption by the rest of the development team. One > struggle we have is that staff can be reluctant to hunt through the files, > since you can’t look at a filename and have an idea of what document it is > (I’ve only been here a couple months, so I’m still in an information > gathering phase, but having a more user friendly file-naming convention is > high on my list!). I’m also learning that because the files are tough to > navigate, some folks have been creating their own files of printouts of > various documents, which is not great to say the least. > > > > Thanks, I’m very interested to hear any feedback, input, suggestions, and > sympathy! > > > > Annie > > > > *Annie Curro* > > > > Assistant Director, Prospect Data Integrity > > Strategic Information Management > > > > Massachusetts Institute of Technology > > Office of Resource Development > > 600 Memorial Drive > <https://www.google.com/maps/search/600+Memorial+Drive?entry=gmail&source=g>, > W98-056A > > Cambridge, MA 02139 > > > > acurro@mit.edu > > (617) 253-1675 > > > > The MIT Campaign for a Better World > > Betterworld.mit.edu | #MITBetterWorld > > > -- Medha Nanal Strategic Data/Techonology Adviser for Non Profits 650-600-9374

We also use OnBase. We converted to it last year and have it integrated with Salesforce. I can see you exploring DMS options, but you may want to hold off on decision-making until you know what future system you will be using for database of record. You will want to integrate as much as possible and if you aren't sure what system you will be using in two years I wouldn't select anything new until you know for sure. Rebecca Boughamer Assistant Vice President, Advancement Services University of Maryland University College 3501 University Boulevard E Adelphi, MD 20783 O: 301.985.7561 | M: 301.892.1277 rebecca.boughamer@umuc.edu www.umuc.edu<http://www.umuc.edu> | impact.umuc.edu<http://impact.umuc.edu> | alumni.umuc.edu<http://alumni.umuc.edu> Advancement Services Intake Form<https://docs.google.com/forms/d/1XA9xQcL79Fjm6r4WvzUcXC2CXmEdmemX_GC2U6h7L38/edit> IA Data Request Form<https://docs.google.com/forms/d/1WviSP6bl-Qptssg_PRzqBkTRQZSqdm8mSir568AJFFM/edit> | IA Research Request Form<https://docs.google.com/forms/d/1iGnjG4_rqtQyw4TB0ytI9Gz3MarufjPGbMyVp31Hihk/edit> [cid:d0f8e7d1-2091-40b6-bf9d-04cbba516a5f] ________________________________ From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> on behalf of David Ritchie <David.Ritchie@JEFFERSON.EDU> Sent: Friday, June 21, 2019 3:26:36 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Document Management Systems for Prospect Info, Gift Documentation, and more Hi Annie, When I had worked at Princeton University I had led the project to integrate AWA with OnBase. We had a nightly feed of constituent data from AWA into OnBase to make sure all constituents were available for search and assigning documents to. We built a very robust workflow when the documents were scanned, they were tagged with the Gift ID, Gift Date, and other markers. This allowed us to develop embedded navigation links in the left navigation of AWA that were context sensitive. If you were at a Constituent level in the data view and you clicked the OnBase link, it opened up all document types within the OnBase Web view for review. If you drilled down in AWA and were on a single gift record and clicked the OnBase link, it opened up all the documents related to that gift in the OnBase webview. It worked exceedingly well, and drove adoption from our users based on it being very user friendly. We are looking at OnBase here at Jefferson, but with RE or NXT, we don’t have the same integration options that we did with AWA, which is a shame. NXT keeps saying they will be opening those types of features up, but I think that is pie in the sky. Cheers, David David B. Ritchie
 Senior Director Business Intelligence, Analytics and Data Services Office of Institutional Advancement
 Thomas Jefferson University and Jefferson Health 130 S. 9th Street, 17th Floor | Philadelphia, PA 19107
 Office: (215) 955-6929 Mobile: (215) 531-3743 David.Ritchie@jefferson.edu<mailto:David.Ritchie@jefferson.edu> Help us Reimagine Jefferson: Make a gift today<https://giving.jefferson.edu/giving/online-giving/giving.html> Support Jefferson on AmazonSmile<https://smile.amazon.com/ch/23-1352651> [cid:image002.png@01D52845.B577F610] The information contained in this transmission contains privileged and confidential information. It is intended only for the use of the person named above. If you are not the intended recipient, you are hereby notified that any review, dissemination, distribution or duplication of this communication is strictly prohibited. If you are not the intended recipient, please contact the sender by reply email and destroy all copies of the original message. CAUTION: Intended recipients should NOT use email communication for emergent or urgent health care matters. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Annie Curro Sent: Friday, June 21, 2019 10:51 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: [FUNDSVCS] Document Management Systems for Prospect Info, Gift Documentation, and more WARNING: External Email - This email originated outside of Jefferson. DO NOT CLICK links or attachments unless you recognize the sender and are expecting the email. Hi all, Here at MIT, we have a somewhat clunky custom-built document management system that contains a myriad of scanned documents in donors’ and funds’ files, such as notes to and from prospects/fundraisers/faculty/etc, stewardship letters, research documents, some gift backup, and probably a partridge in a pear tree. We’re using Ellucian Advance Web (for now), and this system is somewhat integrated with it – you can access an individual’s file directly from Advance, but there’s not text searchability, and files have a somewhat opaque naming convention (LookupID_DocDate_Sequence). I’m also hearing rumblings of a database migration in the future, so I’d like to get a head-start on finding a more user-friendly and functional system for our documents. I’m curious what other organizations are using for their donor files, and what successes and challenges have come with any sort of file migration, implementation, and adoption by the rest of the development team. One struggle we have is that staff can be reluctant to hunt through the files, since you can’t look at a filename and have an idea of what document it is (I’ve only been here a couple months, so I’m still in an information gathering phase, but having a more user friendly file-naming convention is high on my list!). I’m also learning that because the files are tough to navigate, some folks have been creating their own files of printouts of various documents, which is not great to say the least. Thanks, I’m very interested to hear any feedback, input, suggestions, and sympathy! Annie Annie Curro Assistant Director, Prospect Data Integrity Strategic Information Management Massachusetts Institute of Technology Office of Resource Development 600 Memorial Drive, W98-056A Cambridge, MA 02139 acurro@mit.edu<mailto:acurro@mit.edu> (617) 253-1675 The MIT Campaign for a Better World Betterworld.mit.edu | #MITBetterWorld

Hello, Annie! We currently use Ellucian Advance Web and for our document imaging system we use Perceptive Content. We also use it as our gift workflow for our Gift and Data Associates. It allows for multiple levels of indexing and custom searches/filters. We have a number of custom properties (i.e. allocation, gift amount, document date, appeal code, receipt #, entity ID etc.) for various document types. So, while the actual name of the document is a string of number and letters, the custom properties are used for searches/filters and the document type (i.e. fully executed endowment agreement, matching gift, pledge, etc.) gives you an idea of what you are looking at. Having searchable properties for the documents and filters is convenient for other areas as well. For example, there are times when our Annual Giving team might want to see returned gift forms for a certain appeal. We can create a filter so that if a gift comes in with that appeal, after it’s scanned and entered, they will be able to see an image of the gift form to get the info they need. I have also worked at an organization that uses OnBase. Though in that position, I didn’t see as much of the software outside of scanning documents into the system and viewing documents. CJ Jones Associate Director of Donor Services, Purdue Research Foundation Dauch Alumni Center | 403 W Wood St | West Lafayette, IN 47907 wcjones@prf.org<mailto:wcjones@prf.org> | DAUCH 3118 | (765) 496-3116 [cid:image001.png@01D52A72.5589A4E0]<http://www.purdue.edu/evertrue> [cid:image005.jpg@01D52A72.5592F3B0] <https://takegiantleaps.com/> WARNING: CONFIDENTIALITY NOTICE The information enclosed with this transmission is the private, confidential property of the sender, and is privileged communication intended solely for the individual indicated above. If you are not the intended recipient, you are notified that any review, disclosure, copying, distribution, or the taking of any other action relevant to the contents of this transmission are strictly prohibited. If you have received this email in error, or are not the named recipient(s), please notify the sender immediately by sending a reply to this message that it was sent in error and delete this email from your system. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Medha Nanal Sent: Monday, June 24, 2019 9:48 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Document Management Systems for Prospect Info, Gift Documentation, and more I completely agree with Rebecca in that, if you are in the midst of selecting a new database, then it’s a good idea to hold off on migrating your document management system. Also could not agree more on the need of integrating the Darabase of Record with the DMS. That being said, I’ve found that both Box and Google Drive have the best integration options among all the solutions out there. Hope this helps. On Mon, Jun 24, 2019 at 6:24 AM Rebecca Boughamer <Rebecca.Boughamer@umuc.edu<mailto:Rebecca.Boughamer@umuc.edu>> wrote: We also use OnBase. We converted to it last year and have it integrated with Salesforce. I can see you exploring DMS options, but you may want to hold off on decision-making until you know what future system you will be using for database of record. You will want to integrate as much as possible and if you aren't sure what system you will be using in two years I wouldn't select anything new until you know for sure. Rebecca Boughamer Assistant Vice President, Advancement Services University of Maryland University College 3501 University Boulevard E<https://www.google.com/maps/search/3501+University+Boulevard+E+%0D%0A+%0D%0A+%0D%0A+Adelphi,+MD+20783?entry=gmail&source=g> Adelphi, MD 20783<https://www.google.com/maps/search/3501+University+Boulevard+E+%0D%0A+%0D%0A+%0D%0A+Adelphi,+MD+20783?entry=gmail&source=g> O: 301.985.7561 | M: 301.892.1277 rebecca.boughamer@umuc.edu<mailto:rebecca.boughamer@umuc.edu> www.umuc.edu<http://www.umuc.edu> | impact.umuc.edu<http://impact.umuc.edu> | alumni.umuc.edu<http://alumni.umuc.edu> Advancement Services Intake Form<https://docs.google.com/forms/d/1XA9xQcL79Fjm6r4WvzUcXC2CXmEdmemX_GC2U6h7L38/edit> IA Data Request Form<https://docs.google.com/forms/d/1WviSP6bl-Qptssg_PRzqBkTRQZSqdm8mSir568AJFFM/edit> | IA Research Request Form<https://docs.google.com/forms/d/1iGnjG4_rqtQyw4TB0ytI9Gz3MarufjPGbMyVp31Hihk/edit> [cid:image003.jpg@01D52A72.5589A4E0] ________________________________ From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> on behalf of David Ritchie <David.Ritchie@JEFFERSON.EDU<mailto:David.Ritchie@JEFFERSON.EDU>> Sent: Friday, June 21, 2019 3:26:36 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: Re: [FUNDSVCS] Document Management Systems for Prospect Info, Gift Documentation, and more Hi Annie, When I had worked at Princeton University I had led the project to integrate AWA with OnBase. We had a nightly feed of constituent data from AWA into OnBase to make sure all constituents were available for search and assigning documents to. We built a very robust workflow when the documents were scanned, they were tagged with the Gift ID, Gift Date, and other markers. This allowed us to develop embedded navigation links in the left navigation of AWA that were context sensitive. If you were at a Constituent level in the data view and you clicked the OnBase link, it opened up all document types within the OnBase Web view for review. If you drilled down in AWA and were on a single gift record and clicked the OnBase link, it opened up all the documents related to that gift in the OnBase webview. It worked exceedingly well, and drove adoption from our users based on it being very user friendly. We are looking at OnBase here at Jefferson, but with RE or NXT, we don’t have the same integration options that we did with AWA, which is a shame. NXT keeps saying they will be opening those types of features up, but I think that is pie in the sky. Cheers, David David B. Ritchie Senior Director Business Intelligence, Analytics and Data Services Office of Institutional Advancement Thomas Jefferson University and Jefferson Health 130 S. 9th Street, 17th Floor | Philadelphia, PA 19107 Office: (215) 955-6929 Mobile: (215) 531-3743 David.Ritchie@jefferson.edu<mailto:David.Ritchie@jefferson.edu> Help us Reimagine Jefferson: Make a gift today<https://giving.jefferson.edu/giving/online-giving/giving.html> Support Jefferson on AmazonSmile<https://smile.amazon.com/ch/23-1352651> [cid:image004.png@01D52A72.5589A4E0] The information contained in this transmission contains privileged and confidential information. It is intended only for the use of the person named above. If you are not the intended recipient, you are hereby notified that any review, dissemination, distribution or duplication of this communication is strictly prohibited. If you are not the intended recipient, please contact the sender by reply email and destroy all copies of the original message. CAUTION: Intended recipients should NOT use email communication for emergent or urgent health care matters. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf Of Annie Curro Sent: Friday, June 21, 2019 10:51 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: [FUNDSVCS] Document Management Systems for Prospect Info, Gift Documentation, and more WARNING: External Email - This email originated outside of Jefferson. DO NOT CLICK links or attachments unless you recognize the sender and are expecting the email. Hi all, Here at MIT, we have a somewhat clunky custom-built document management system that contains a myriad of scanned documents in donors’ and funds’ files, such as notes to and from prospects/fundraisers/faculty/etc, stewardship letters, research documents, some gift backup, and probably a partridge in a pear tree. We’re using Ellucian Advance Web (for now), and this system is somewhat integrated with it – you can access an individual’s file directly from Advance, but there’s not text searchability, and files have a somewhat opaque naming convention (LookupID_DocDate_Sequence). I’m also hearing rumblings of a database migration in the future, so I’d like to get a head-start on finding a more user-friendly and functional system for our documents. I’m curious what other organizations are using for their donor files, and what successes and challenges have come with any sort of file migration, implementation, and adoption by the rest of the development team. One struggle we have is that staff can be reluctant to hunt through the files, since you can’t look at a filename and have an idea of what document it is (I’ve only been here a couple months, so I’m still in an information gathering phase, but having a more user friendly file-naming convention is high on my list!). I’m also learning that because the files are tough to navigate, some folks have been creating their own files of printouts of various documents, which is not great to say the least. Thanks, I’m very interested to hear any feedback, input, suggestions, and sympathy! Annie Annie Curro Assistant Director, Prospect Data Integrity Strategic Information Management Massachusetts Institute of Technology Office of Resource Development 600 Memorial Drive<https://www.google.com/maps/search/600+Memorial+Drive?entry=gmail&source=g>, W98-056A Cambridge, MA 02139 acurro@mit.edu<mailto:acurro@mit.edu> (617) 253-1675 The MIT Campaign for a Better World Betterworld.mit.edu<http://Betterworld.mit.edu> | #MITBetterWorld -- Medha Nanal Strategic Data/Techonology Adviser for Non Profits 650-600-9374

Thanks, all! I really appreciate the input. -Annie From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> on behalf of "Jones, Wayne C." <wcjones@PRF.ORG> Reply-To: "fundsvcs@LISTSERV.FUNDSVCS.ORG" <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Date: Monday, June 24, 2019 at 9:51 AM To: "FUNDSVCS@LISTSERV.FUNDSVCS.ORG" <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: Re: [FUNDSVCS] Document Management Systems for Prospect Info, Gift Documentation, and more Hello, Annie! We currently use Ellucian Advance Web and for our document imaging system we use Perceptive Content. We also use it as our gift workflow for our Gift and Data Associates. It allows for multiple levels of indexing and custom searches/filters. We have a number of custom properties (i.e. allocation, gift amount, document date, appeal code, receipt #, entity ID etc.) for various document types. So, while the actual name of the document is a string of number and letters, the custom properties are used for searches/filters and the document type (i.e. fully executed endowment agreement, matching gift, pledge, etc.) gives you an idea of what you are looking at. Having searchable properties for the documents and filters is convenient for other areas as well. For example, there are times when our Annual Giving team might want to see returned gift forms for a certain appeal. We can create a filter so that if a gift comes in with that appeal, after it’s scanned and entered, they will be able to see an image of the gift form to get the info they need. I have also worked at an organization that uses OnBase. Though in that position, I didn’t see as much of the software outside of scanning documents into the system and viewing documents. CJ Jones Associate Director of Donor Services, Purdue Research Foundation Dauch Alumni Center | 403 W Wood St | West Lafayette, IN 47907 wcjones@prf.org<mailto:wcjones@prf.org> | DAUCH 3118 | (765) 496-3116 [cid:image001.png@01D52A72.5589A4E0]<http://www.purdue.edu/evertrue> [cid:image005.jpg@01D52A72.5592F3B0] <https://takegiantleaps.com/> WARNING: CONFIDENTIALITY NOTICE The information enclosed with this transmission is the private, confidential property of the sender, and is privileged communication intended solely for the individual indicated above. If you are not the intended recipient, you are notified that any review, disclosure, copying, distribution, or the taking of any other action relevant to the contents of this transmission are strictly prohibited. If you have received this email in error, or are not the named recipient(s), please notify the sender immediately by sending a reply to this message that it was sent in error and delete this email from your system. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Medha Nanal Sent: Monday, June 24, 2019 9:48 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Document Management Systems for Prospect Info, Gift Documentation, and more I completely agree with Rebecca in that, if you are in the midst of selecting a new database, then it’s a good idea to hold off on migrating your document management system. Also could not agree more on the need of integrating the Darabase of Record with the DMS. That being said, I’ve found that both Box and Google Drive have the best integration options among all the solutions out there. Hope this helps. On Mon, Jun 24, 2019 at 6:24 AM Rebecca Boughamer <Rebecca.Boughamer@umuc.edu<mailto:Rebecca.Boughamer@umuc.edu>> wrote: We also use OnBase. We converted to it last year and have it integrated with Salesforce. I can see you exploring DMS options, but you may want to hold off on decision-making until you know what future system you will be using for database of record. You will want to integrate as much as possible and if you aren't sure what system you will be using in two years I wouldn't select anything new until you know for sure. Rebecca Boughamer Assistant Vice President, Advancement Services University of Maryland University College 3501 University Boulevard E<https://www.google.com/maps/search/3501+University+Boulevard+E+%0D%0A+%0D%0A+%0D%0A+Adelphi,+MD+20783?entry=gmail&source=g> Adelphi, MD 20783<https://www.google.com/maps/search/3501+University+Boulevard+E+%0D%0A+%0D%0A+%0D%0A+Adelphi,+MD+20783?entry=gmail&source=g> O: 301.985.7561 | M: 301.892.1277 rebecca.boughamer@umuc.edu<mailto:rebecca.boughamer@umuc.edu> www.umuc.edu<http://www.umuc.edu> | impact.umuc.edu<http://impact.umuc.edu> | alumni.umuc.edu<http://alumni.umuc.edu> Advancement Services Intake Form<https://docs.google.com/forms/d/1XA9xQcL79Fjm6r4WvzUcXC2CXmEdmemX_GC2U6h7L38/edit> IA Data Request Form<https://docs.google.com/forms/d/1WviSP6bl-Qptssg_PRzqBkTRQZSqdm8mSir568AJFFM/edit> | IA Research Request Form<https://docs.google.com/forms/d/1iGnjG4_rqtQyw4TB0ytI9Gz3MarufjPGbMyVp31Hihk/edit> [cid:image003.jpg@01D52A72.5589A4E0] ________________________________ From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> on behalf of David Ritchie <David.Ritchie@JEFFERSON.EDU<mailto:David.Ritchie@JEFFERSON.EDU>> Sent: Friday, June 21, 2019 3:26:36 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: Re: [FUNDSVCS] Document Management Systems for Prospect Info, Gift Documentation, and more Hi Annie, When I had worked at Princeton University I had led the project to integrate AWA with OnBase. We had a nightly feed of constituent data from AWA into OnBase to make sure all constituents were available for search and assigning documents to. We built a very robust workflow when the documents were scanned, they were tagged with the Gift ID, Gift Date, and other markers. This allowed us to develop embedded navigation links in the left navigation of AWA that were context sensitive. If you were at a Constituent level in the data view and you clicked the OnBase link, it opened up all document types within the OnBase Web view for review. If you drilled down in AWA and were on a single gift record and clicked the OnBase link, it opened up all the documents related to that gift in the OnBase webview. It worked exceedingly well, and drove adoption from our users based on it being very user friendly. We are looking at OnBase here at Jefferson, but with RE or NXT, we don’t have the same integration options that we did with AWA, which is a shame. NXT keeps saying they will be opening those types of features up, but I think that is pie in the sky. Cheers, David David B. Ritchie Senior Director Business Intelligence, Analytics and Data Services Office of Institutional Advancement Thomas Jefferson University and Jefferson Health 130 S. 9th Street, 17th Floor | Philadelphia, PA 19107 Office: (215) 955-6929 Mobile: (215) 531-3743 David.Ritchie@jefferson.edu<mailto:David.Ritchie@jefferson.edu> Help us Reimagine Jefferson: Make a gift today<https://giving.jefferson.edu/giving/online-giving/giving.html> Support Jefferson on AmazonSmile<https://smile.amazon.com/ch/23-1352651> [cid:image004.png@01D52A72.5589A4E0] The information contained in this transmission contains privileged and confidential information. It is intended only for the use of the person named above. If you are not the intended recipient, you are hereby notified that any review, dissemination, distribution or duplication of this communication is strictly prohibited. If you are not the intended recipient, please contact the sender by reply email and destroy all copies of the original message. CAUTION: Intended recipients should NOT use email communication for emergent or urgent health care matters. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf Of Annie Curro Sent: Friday, June 21, 2019 10:51 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: [FUNDSVCS] Document Management Systems for Prospect Info, Gift Documentation, and more WARNING: External Email - This email originated outside of Jefferson. DO NOT CLICK links or attachments unless you recognize the sender and are expecting the email. Hi all, Here at MIT, we have a somewhat clunky custom-built document management system that contains a myriad of scanned documents in donors’ and funds’ files, such as notes to and from prospects/fundraisers/faculty/etc, stewardship letters, research documents, some gift backup, and probably a partridge in a pear tree. We’re using Ellucian Advance Web (for now), and this system is somewhat integrated with it – you can access an individual’s file directly from Advance, but there’s not text searchability, and files have a somewhat opaque naming convention (LookupID_DocDate_Sequence). I’m also hearing rumblings of a database migration in the future, so I’d like to get a head-start on finding a more user-friendly and functional system for our documents. I’m curious what other organizations are using for their donor files, and what successes and challenges have come with any sort of file migration, implementation, and adoption by the rest of the development team. One struggle we have is that staff can be reluctant to hunt through the files, since you can’t look at a filename and have an idea of what document it is (I’ve only been here a couple months, so I’m still in an information gathering phase, but having a more user friendly file-naming convention is high on my list!). I’m also learning that because the files are tough to navigate, some folks have been creating their own files of printouts of various documents, which is not great to say the least. Thanks, I’m very interested to hear any feedback, input, suggestions, and sympathy! Annie Annie Curro Assistant Director, Prospect Data Integrity Strategic Information Management Massachusetts Institute of Technology Office of Resource Development 600 Memorial Drive<https://www.google.com/maps/search/600+Memorial+Drive?entry=gmail&source=g>, W98-056A Cambridge, MA 02139 acurro@mit.edu<mailto:acurro@mit.edu> (617) 253-1675 The MIT Campaign for a Better World Betterworld.mit.edu<http://Betterworld.mit.edu> | #MITBetterWorld -- Medha Nanal Strategic Data/Techonology Adviser for Non Profits 650-600-9374