Thanks, Alan. I agree - there are times when it is helpful to be able to go back to the check. I wouldn't say that it is a common occurrence, but I don't think it is rare enough at this point for us to abandon check images altogether.
I'm very thankful to say that we have stopped scanning the envelopes! I became well versed in assembling and disassembling our scanners once upon a time when we did scan envelopes. I think one would jam our scanners at least once a week...
Jen
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Jennifer Schillaci
The University of Chicago
jschillaci@uchicago.edu------------------------------
Original Message:
Sent: 03-28-2023 01:09 PM
From: Alan Hejnal
Subject: Redacting checks for storage/viewing in CRM
Certainly, the account/MICR coding should be redacted, along with any other sensitive information (back in the day, it wasn't uncommon for the account holder's Driver's License Number to be printed under the name, since most places you wanted to use a check insisted on writing that down on the check otherwise, but hopefully that's gone by the wayside!).
I have to say, though, that, back when I was working with gift recording, I did have occasion to find the image of the check useful: to review a memo line, as noted, to determine whether the check seemed to reflect a joint account (typically in response to a request to credit the gift differently), to verify that the identification of the signer was discerned correctly, to otherwise discern the donor (a middle initial sometimes being informative, among related entities or entities with similar names), to verify/substantiate the determination of the donor (e.g. that it was a company check not a personal check and should be hard-credited to the company, or that it came from a different related company than was reflected on the reply device), lots of things.
I wouldn't say that going back to a check was frequent, but there were certainly times that it was very helpful!
My US$0.02 worth; the usual disclaimers apply.
Good luck!
Alan
Alan S. Hejnal (he/him/his)
Data Quality Manager
Original Message:
Sent: 3/28/2023 1:48:00 PM
From: John Taylor
Subject: RE: Redacting checks for storage/viewing in CRM
Again, what purpose does scanning the check serve? Just "liking" to see the image isn't a good reason. I get the need to scan documentation that supports why a gift was processed in a specific way. And, if the only instructions for crediting a gift were indicated on the memo line, I can see why scanning that occasional check is needed. But what does seeing the check tell a fundraiser that isn't already captured in another way?
I am not against scanning - it's a lot better than photocopying! But just because we can scan doesn't mean we have to scan everything - including checks and, heaven forbid, envelopes!
John H. Taylor
Principal
John H. Taylor Consulting, LLC
2604 Sevier St.
Durham, NC 27705
919.816.5903 (cell/text)
Serving the Advancement Community Since 1987
Original Message:
Sent: 3/28/2023 1:41:00 PM
From: Jennifer Schillaci
Subject: RE: Redacting checks for storage/viewing in CRM
Some of our users/fundraisers like to be able to view all of the documents that came along with a gift, check included. We are implementing new scanners that will send a file to the bank for deposit and send a file to our CRM for attachment onto giving transactions for checks we receive at our office. This system automatically applies a redaction. We're having issues with checks received and deposited by our lockbox. The lockbox sends us an image file including the reply device and check. They are unable to send the check images with redactions.
Thanks,
Jen
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Jennifer Schillaci
The University of Chicago
jschillaci@uchicago.edu
Original Message:
Sent: 03-28-2023 12:31 PM
From: John Taylor
Subject: Redacting checks for storage/viewing in CRM
What purpose is being served by scanning the checks? You are already capturing them digitally when doing the deposit. What benefit is being realized by scanning them a second time?
John
John H. Taylor
Principal
John H. Taylor Consulting, LLC
2604 Sevier St.
Durham, NC 27705
919.816.5903 (cell/text)
Serving the Advancement Community Since 1987
Original Message:
Sent: 3/28/2023 1:29:00 PM
From: Jennifer Schillaci
Subject: Redacting checks for storage/viewing in CRM
Hello!
We are currently scanning and uploading gift documentation (including checks when applicable) for storage and viewing purposes in Advance. We are utilizing OnBase to do so. We are converting to Salesforce in a few weeks and will be using it's document management functionality.
My question is regarding redacting of checks. We currently utilize OnBase to redact the MICR line on any check images that are being uploaded. Salesforce does not have the functionality to redact or edit documents in any way. There are tools that we are exploring that can help in editing documents, but in the meantime, we are trying to understand if redacting of the checks is even necessary.
Does anyone not redact checks? Are there are regulations around this that you're aware of? We have PCI for credit card storage standards, is there anything similar for check information?
Thanks!
Jen
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Jennifer Schillaci
Director of Gift Administration
The University of Chicago
jschillaci@uchicago.edu
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