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  • 1.  Redacting checks for storage/viewing in CRM

    Posted 03-28-2023 12:29 PM

    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



    ------------------------------
    Jennifer Schillaci
    Director of Gift Administration
    The University of Chicago
    jschillaci@uchicago.edu
    ------------------------------


  • 2.  RE: Redacting checks for storage/viewing in CRM

    Posted 03-28-2023 12:32 PM
    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






  • 3.  RE: Redacting checks for storage/viewing in CRM

    Posted 03-28-2023 12:41 PM

    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



    ------------------------------
    Jennifer Schillaci
    The University of Chicago
    jschillaci@uchicago.edu
    ------------------------------

    Original Message


  • 4.  RE: Redacting checks for storage/viewing in CRM

    Posted 03-28-2023 12:48 PM
    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


  • 5.  RE: Redacting checks for storage/viewing in CRM

    Posted 03-28-2023 01:10 PM

    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


  • 6.  RE: Redacting checks for storage/viewing in CRM

    Posted 03-29-2023 09:36 AM

    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



    ------------------------------
    Jennifer Schillaci
    The University of Chicago
    jschillaci@uchicago.edu
    ------------------------------

    Original Message


  • 7.  RE: Redacting checks for storage/viewing in CRM

    Posted 03-29-2023 09:46 AM

    Hi Jen,

     

    We still scan our checks along with all other backup/documentation. We find it easier to access the check via our scans verse having to find the check with the bank. We don't scan directly into our CRM so we are able to use Adobe PRO to redact the MICR line before it is saved.

     

    Amanda              

     

    Amanda L. Haney

    Director of Gift & Data Management

    Gift & Data Management

     

     

    University Advancement I Elliott Alumni Center I 9 Edgewood Rd I Durham, NH 03824

    Office: 603-862-2041 I amanda.haney@unh.edu

     

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    Original Message


  • 8.  RE: Redacting checks for storage/viewing in CRM

    Posted 03-28-2023 12:55 PM
    The increasing trend is for more data privacy laws similar to GDPR. This year, CA, CO, CT, UT, and VA laws all become effective, joining laws like NY SHIELD. In general, these laws would require stored bank account information to be encrypted, and most would bar storage of that information, in any format, once it is not needed anymore for business purposes. The fact that some donors may like to access that data is not sufficient justification under these laws for storing that data for all donors. 

    Consult counsel, as always -- I'm just a person on the internet, and this is not legal advice!


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

    Schedule a 30-minute consultation now:






  • 9.  RE: Redacting checks for storage/viewing in CRM

    Posted 03-30-2023 08:43 AM

    Often check back-up is needed to confirm donor, allocation or other purposes - including determining if the correct entity in the institution received the check (for example, a tuition payment being sent back using a telefund BRE).  It is useful to encrypt check images that are being stored. I would consult with the Treasury and IT security staff at your institution to determine if check storage is acceptable, and what precautions should be in place.  

    Terry Callaghan

    Zuri Group

    aasp Board



    ------------------------------
    Terry Callaghan
    Zuri Group
    terry@zurigroup.com
    ------------------------------



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