How document scanning and document management system supports 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

a. Security and Compliance

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.

b. Easy Form Submission

Non-profit document management system 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 to company
regulations.

c. 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 the 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.

d. 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 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.