How to Improve Document Storage for Nonprofits

Nonprofits are different than businesses, but they have some similarities. Document management is one of those areas where the two are similar. Document management for nonprofits requires a centralized, secure location for storage, especially if there are many documents to manage. Document management can be difficult because paperwork may not always be in order or filed correctly. The following procedures will assist you in establishing a successful document management system that can help any charity shine!

The 2002 Sarbanes-Oxley Act created new requirements for the management of documents.

Let's begin with the Sarbanes-Oxley Act of 2002 and document management. Since its passage in 1996, the Sarbanes-Oxley Act has revolutionized how nonprofits keep track of their records. Good document management is crucial for nonprofits to develop and thrive, just as it is for any other company. Document management solutions can guarantee that a nonprofit organization's operational and financial health remains intact. Nonprofits are not listed on the stock market. They, however, need management as well as boards of directors to run them.

That's where the Sarbanes-Oxley Act comes in. The Sarbanes-Oxley Act requires that companies' financial records be examined on an annual basis. The organization's Chief Financial Officer attests to the audit. It also includes a skilled accountant who is familiar with the procedure. The SOX Act sets rules for how long papers should be kept.

This implies that if you run a nonprofit organization, you'll need a highly organized document management system. Creating a professional document management software for non profits necessitates the use of several features to make this auditing process more convenient. For starters, documents should be searchable so that board members may easily find the ones that can be kept and keep track of which ones need to be released as soon as possible.

Furthermore, a single, unified platform for document management and a backup strategy is required. In this manner, nonprofits don't risk running afoul of the SOX Act by unintentionally keeping records. A document can get out of sync if there are multiple versions of it on various platforms for an organization.

Best Practices for Nonprofit Document Management

It may be hard to stay arranged when it comes to document management for nonprofits. Many organizations have made the transition to all-digital documents. Many libraries and archives collect media in formats other than the usual PDF. Volunteer organizations that do not have access to online resources frequently require paper versions of policies and procedures. Many papers require many formats and locations for safe storage, such as historical ones.

Document management for nonprofits is so difficult that it's critical for nonprofit leaders to use established standards in order to avoid mistakes. A nonprofit can do a lot to maintain its records organized, as we already outlined above. However, there are still some things that a charity may do to ensure that its papers are properly organized.

It all boils down to discovering the proper document management platform. Nonprofits have a variety of document storage and management options, but the best one will deliver positive results across many categories.

Another important measure is security. Because nonprofit organizations store donor information, it must remain safe to retain their confidence. The finest document management systems will offer tight security and plenty of customization choices. Your document security should not only adhere to your company structure but should also work in tandem with it.

Look for document management software that includes simple, organized workflows next. When it comes to organization, the most common methods are the easiest ones to follow. The more you can accomplish on a single platform, the better. This way, you'll have an easier time keeping track of document-related activities, you'll reduce your chance of losing track of things, and you'll save a lot of time.

See, for example, Docupile's document management software. We don't just assist businesses; we also assist nonprofits in keeping their records organized and secure. The Cuttlefish tool from Docupile is a user-friendly platform that supports a wide range of nonprofit document activities. If you set up your own e-forms, you may use them on our Docupile platform. Docupile makes it simple to personalize e-forms, so you can choose a style that best represents your organization.

Users may also extract data from physical documents using Impress's Docupile. This implies having a backup document in the event that the primary one is lost or stolen. The goal of the platform is to allow nonprofits to post documents that may not be seen in person, which might otherwise go unnoticed. It means being able to delete and recycle physical copies after you've scanned them for less critical papers. This choice may help your company save money on space and clutter.

If any of your papers need signatures, Docupile is a wonderful alternative. We use digital signatures, so you don't have to print a document every time you need someone to sign it. Instead, you may send papers to several signatories, make any document signature-ready, allow both internal and external users access to your documents, and even ensure that digital signatures are valid.

Finally, Docupile makes it much easier for nonprofits to comply with the SOX Act, especially when those organizations handle a lot of papers that might otherwise be difficult to keep track of and manage. Because we keep all of your documents in one place, you won't have to search through emails, fax notifications, and other sources before your yearly audit.

Customer support with all the features you need.

Finally, keep in mind that no document management tool can fully satisfy the demands of every charity. As a result, if your business does not have sophisticated backups, you should restrict the use of digital storage. However, if you have a technology power user on staff, consider moving document storage locations as soon as feasible. It reduces the hassle of dealing with physical paper files.

Do you want to know more about your digital document storage options? Docupile is there if you need assistance. We can make your analog-to-digital transformation as painless as possible. You may start by scheduling a demonstration for today or contact us to ask about nonprofit document management questions.

Nonprofit organizations perform valuable services. Nonprofits may save time and resources by automating their document management process with the appropriate document management software. We'd be delighted to assist your business in remaining efficient and organized at Docupile.