Constituent Void Cheques - Hard Copies

Erika Johnston

We have just started processing direct debits via iATS but now I'm left with the void cheque. I'm not sure what to do with it, other than lock in our safe for reference. Does anyone have a process for the hardcopy void cheques? Do you scan and save as an attachment on their record?

Karen Tuecke

We are moving towards the scan and attach to record method. We are looking into software that would automatically allow for the check scans (directly to our bank) and bridge to Blackbaud. But today we will hold onto a copy of the check for three years per the record retention requirement (we actually hold our paper records for seven years, but that is because we follow GAAP). When we are done with the check and paper copies, they are shred and destroyed.


"How Long to Keep Records? All records should be kept by a nonprofit organization until the statute of limitations is up. This means that any documents needed for federal tax purposes should be kept safely until the tax year has long past, treating three years as a good rule of thumb for document retention."

JoAnn Strommen

Similar to Karen, hard copies held for 7 years then destroyed.


If scanned and only stored electronically be sure you have solid back up of all data files should the unthinkable happen to your files.

Karen Tuecke

Agreed, JoAnn Strommen‍!

Erika Johnston

Thank you so much Karen! This absolutely makes sense. We have different requirements here in Canada - but you prompted me to check it out and to confirm.

Karen Tuecke

You are most welcome!