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  • 1.  How/Where do you store check scans?

    Posted 07-08-2024 12:03 PM

    I regularly need to refer back to checks scanned up to five years ago for various reasons, so the thought of simply not keeping them is quite daunting. How/Where do you store your check scans?

     

    Thank you.

     

    Denise Mattie

    Director of Advancement Services

    T: 325.793.4750   |   M: 720.480.9369   |   mattie.denise@mcm.edu

    Instutional Advancement

    1 McMurry University #938

    Abilene, TX 79697

    McMurry University

    1400 Sayles Blvd.

    Abilene, TX 79605

    www.mcm.edu

       

     

     



  • 2.  RE: How/Where do you store check scans?

    Posted 07-08-2024 12:13 PM
    You bank has them.

    I am curious why you need them. Unless something is written on the comment line dictating disposition), they typically have no redeeming quality!

    Those with handwritten instructions can be redacted and scanned to the donor record.

    John

    John H. Taylor
    919.816.5903 (Cell/Text)

    Big Ideas; Small Keyboard





  • 3.  RE: How/Where do you store check scans?

    Posted 07-08-2024 12:16 PM

    Hello, Denise!

     

    The last couple of organizations that I worked for used some sort of content management system. One used Hyland Onbase. Another one used Perceptive Content.

     

    Copies could also be viewed through an online banking portal.

     

    CJ Jones

    Associate Director, Development Operations

    765-220-9575

     






  • 4.  RE: How/Where do you store check scans?

    Posted 07-09-2024 05:24 AM
    Hi Denise,

    We redact the banking information and store them on our desktop shared drive by batch date. We have also had need to refer back to them and have found them helpful!

    Sarah


    Original Message


  • 5.  RE: How/Where do you store check scans?

    Posted 07-09-2024 08:17 AM

    For any check associated with a pledge or payment of $25,000 or more that our Business Office or auditors may want to scrutinize, we'll scan the check and attach it right to the gift record in NXT. 

    Michael



    ------------------------------
    Michael Manning
    University of New England
    Mmanning6@une.edu
    ------------------------------



  • 6.  RE: How/Where do you store check scans?

    Posted 07-09-2024 12:02 PM
    Having been through this, I strongly do not recommend relying on the bank's storage. Your bank's interface may not make is easy to search, sort, or download in bulk. Storing in the gift record is very convenient for access and searchability. 


    Thank you,
    Isaac Shalev
    Data Strategy Expert
    Sage70, Inc.
    (917) 859-0151
    isaac@sage70.com

    Schedule a 30-minute consultation now:





    Original Message


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