Document Management Basics for Non-Profits

Document Management Basics for Non-Profits
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Document Management Basics for Non-Profits

At first glance, your non-profit organization seems to be a simple, lighthearted entity with limited document management needs. For example, because non-profits mostly employ volunteers, payroll expenses are often less. Likewise, people make monetary donations to help your non-profit continue operating. It should be easy to manage all this free money, right? Sadly, this isn’t always the case.

Document Management Needs

Without proper documentation management, your non-profit could soon find itself at the mercy of the IRS. Even worse, you could face potential litigation. This action would be a direct result of missing or incomplete records, mismanagement of non-profit funds, or possible theft from the organization. It is imperative that your non-profit organization develops an internal system for document management. It is the first order of business when determining what records to keep, and for how long.

First, you need to know how long to keep your information. Typically, this depends on the type of non-profit you are operating. However, 5-7 years would be the best place to start. Next, you need to know the types of data should you keep. Should you keep all the receipts or just some? The more common documents include the following:

  • credit card transactions
  • bank statements
  • donor records
  • insurance documents
  • fundraiser expenses and profits
  • leases
  • contracts
  • your tax-exempt certificate

Additionally, when working with volunteers, it’s necessary to keep written documentation of individual information. Written records serve as a guide to the vast group of individuals with which you often find yourself working. It’s a vital step to protecting your non-profit organization.

Document Management Storage

Once you have determined what types of documents you need to maintain, you then need to establish the basics where to store the information. Due to government and state regulations that your non-profit operates out of, it benefits you in the long run to house your non-profit documentation in an Enterprise Information Management System for added security, accountability, accessibility, and space savings.

Storing all your documentation in a cloud-based document management system gives you peace of mind. This is especially true when it comes time for audits or filing your yearly taxes. You will discover a reduced potential for litigation with a secure and accurate document management system. Likewise, it also means spending less time searching through accordion folders in your dusty archive room. In turn, you can spend more time focusing on the cause that compelled you to begin your non-profit organization in the first place.

MaxxVault Enterprise Information Management

If you are a non-profit organization and searching for ways to enhance your document management, then look no further than MaxxVault for services that will increase your productivity while still maintaining the security of your organizational records. The MaxxVault Enterprise Information Management for a non-profit organization is ideal for providing increased accessibility, efficiencies, and security.

Contact MaxxVault Now

Enterprise Information Management for non-profit organizations does not have to be complicated. If you want expert advice to guide you through the process and help you get the most out of your document management, contact MaxxVault. MaxxVault is an experienced industry leader. To get started with Enterprise Information Management for small businesses, call (631) 446-4800.