Electronic Acknoledgedgement Letters

Mary Roundtree

Does anyone use Papersave for electronic letters or do you have your own way of saving acknowledgement letters on the Shared drive?  Any responses about how you do your acknowledgement letters besides paper filing would be great.


Thanks,


Mary L. Roundtree

Director, Development Services

Lindsey Campbell 2

Mary Roundtree:

Does anyone use Papersave for electronic letters or do you have your own way of saving acknowledgement letters on the Shared drive?  Any responses about how you do your acknowledgement letters besides paper filing would be great.


Thanks,


Mary L. Roundtree

Director, Development Services

We are just starting to use Papersave with NXT and the Development Officers are thrilled. It has significantly reduced our need to keep paper.

Linda Allen

We use the mail funtion for 95%+ of our letters and save them in our shared drive with the ackowledgement date as part of the name (Annual 2-20-17, Hospice 2-15-17, Event 2-1-17) I have several groups because we use different letterhead otherwise they could be one group. The letters are not attached to the records in RE but if someone calls and needs a copy of their receipt I can look at the acknowledgement date and quickly find on the shared drive. I keep scanned copies of checks and any correspondence that came with the gift in a seperate file with the batch number and date (also not attached to records but in shared drive) so if I needed to pull and put the pieces together I can. I have been doing this now for about 10 years and it works for us and thankfully stopped all those paper files years ago.


I started this after looking at Papersave years ago, at that time I would have printed all including a barcode to scan then scanned all. It was too labor intensive for the little gain we felt it would have.


The only piece I do not have is the hand written note that might be added when the letter is signed.


Good luck.

 

Mary Roundtree

Thanks, Linda.  Do you happen to have a process/plan that you've written up that explains the process you've got in place?


Mary

Gracie Schild

Hi - we use a similar system to Linda, except all our acknowledgement letters are run in Mail from the gift batch, so that's part of the name. If someone needs a copy or correction, we go to the gift, hover over the mysterious symbol on the bottom right (what IS that supposed to represent?) to discover which batch it was in, and go to the month folder on the ack folder on the shared drive and look for the file with the batch number. Since we often mix different kinds of gifts in one batch, we just name them by batch number. If the signer (Dir of Advancement or the President) writes something out of the ordinary on the letter, we'll scan and attach it to media as we do all the donor documents (check, letter, forms). We so rarely need the ack letters again that it really wouldn't be worth it to take the time to scan and attach each letter.


Gracie