Gift documentation

Michelle Harper

Good morning.


I am curious how everyone handles their gift documentation. I have worked at two different organizations that use Raiser's Edge and they handle their gift documentation a little bit differently.

• The first one scans all of their checks and supporting documentation and uploads it into Raiser's Edge onto the gift record (before NXT they uploaded it onto the media tab). They do not block out the routing and account number on the checks.
• The second one makes copies of all of their checks and documentation and files in paper files. They block out all of the routing and account numbers on the checks.

How do you handle your gift documentation? Do yours policies state that you must redact the account information?


Thank you in advance!


 

Ryan Hyde

We don't scan anything like this. We retain the originals for 7 years (you're required to hold on to this stuff for 7 years, though keeping originals isn't the only way to accomplish this). Our finance department retains scans, but not for the full 7 years, but those aren't housed in RE at all. I would be pretty reluctant to keep that kind of sensitive data in any internet-accessible database. 


But yeah, we basically have a big room where we file all of this stuff for 7 years. Once a year our maintenance team actually goes through and pulls boxes that fall out of the data range and those get shipped off to a shredding company.