Tags: Non-profit compliance, NGO. Non-profit finance, Non-profit digitization, document management system for NGOs, document management for Non-profits

How document scanning and document management system support non-profits


Document management is important in non-profit organizations as it is to any organization or business out there. However, there are key nuances that necessitate the need for a proper document management system in non-profit organizations. Non-profit organizations have to deal with such issues as tax returns, board member files, donor records, and volunteer applications. Therefore, non-profits have to implement document management solutions that can reduce storage use, allow immediate access to required information, and improved workflows.

Having a document scanning and management system supports non-profits in the following ways:

Security and Compliance for non-profits

A non-profit organization has to ensure that it has proof of all the donations and how they are being spent, therefore the need for a good record-keeping system. A document management system allows documents to be scanned and managed electronically in a bid to safeguard paper trails. Some of the key standard security measures include history logs, audit trails, individual user security settings, encryption, and level-based permission access. All the information is stored in a database of sensitive non-profit documents that include tax returns, donor records, and volunteer applications among others.

1. Easy Form Submission

A document management system for non-profits allows for the submission of documents through customized web-based forms. With non-profits receiving numerous applications every day, it is important the applications stay organized. Additionally, the system allows non-profits to develop e-Forms specific to them helping them stay consistent in line with company regulations.

2. Reduced Costs Associated With Paper Use

Document management systems allow the turning of paper records digital. This eliminates the need for storage cabinets and paper for recording and storing information. In the process, the searching, compiling, and creation process becomes simplified, improving overall productivity. By implementing a document management system, the non-profit will be cutting down on time and costs associated with the creation and handling of paper documents.

3. Streamlined Organizational Processes

There has been a growing demand for tools that will give non-profits the ability to achieve automated processes, extract data that is of high value, and capture content. This has forced non-profits to turn to a document management system since they allow for streamlined processes starting from the donor, to the organization and finally the recipient. A document management system allows for improved productivity and efficiency in previously time-consuming processes such as the circulation of organizational documents.

Archive One for Non-Profits

Non-profit organizations create massive amounts of documents and are required to keep records for monitoring, grant-making procedures, financial compliance, and tax-exemption purposes.  With Archive One's special features, nonprofits are able to deal with compliance easily and focus on achieving their mission.

Archive One is a document management software designed to help companies easily classify, store, secure, and retrieve essential company documents that are needed for retention and audits. With the help of our partners, we provide an end-to-end document management solution from scanning to document storage, at a highly competitive price.

Achieve documentation compliance with Archive One for as low as 150 Php/employee!

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