Staying organized and minimizing costs are vital to any nonprofit organization’s success. But managing stacks of donor records, volunteer applications, tax invoices, and other documents is a serious impediment.
Thankfully, cloud-based document management systems (DMS) like PairSoft make sure paperwork doesn’t get in the way of your cause.
Limited funds and budgetary constraints are a constant challenge for nonprofits and it doesn’t help that paper is so expensive. Even though the average worker goes through $80 worth of paper per year, there are associated costs that are often overlooked like file cabinets ($150), printers ($500), and office supplies such as printer toner and manila folders.
This doesn’t even include the additional costs involved with manually organizing, filing, and retrieving documents, which consume a large chunk of your time and budget.
By scanning your records into a DMS, you not only save money and free up space, but you also eliminate costly paper-centric processes. That’s because DMS software automatically indexes your data so you don’t have to spend hours filing or searching for documents.
In fact, if you want to retrieve a document, all you have to do is type a few keywords.
DMS software isn’t just a document storage and retrieval system, it also automates repetitive processes with a feature called electronic workflow.
Instead of distributing invoices manually, you can set up the system to distribute them to the right person based on a variety of parameters. You can even create a workflow to remind managers to approve an invoice or purchase order if they haven’t already done so.
What makes DMS software perfect for nonprofits is its robust compliance features. Nonprofits are required by state and federal laws to adhere to data retention policies and keep detailed records of donations and other financial transactions. Failure to do so can either result in lawsuits, lost trust among key stakeholders, and revocation of tax exempt status.
DMS software also includes audit trail features that track who accessed and modified certain files and when they were accessed. So when government representatives or donors ask for an audit of your finances, you can produce a comprehensive report with just a few clicks.
What’s more, cutting-edge DMS like PairSoft allow you to configure data retention settings so certain documents are either saved or discarded automatically.
The best DMS software provides administration features that let you restrict access to specific individuals and groups within your organization. This allows you to set up rules that prevent volunteers and part-time employees from viewing financial reports and reserve those privileges for managers only.
Cloud-based DMS software also guarantees top-level security because the servers it runs on are fortified with strong intrusion prevention systems, firewalls, antivirus software, data backup programs, and encryption tools that protect data in storage.
They’re even monitored and maintained by a team of certified security experts who will eliminate potential threats, fix security bugs, and minimize downtime.
Finally, cloud-based DMS software offers remote access features so it doesn’t matter if you have workers and volunteers spread across the globe. As long as they have a secure device and stable internet connection, they’ll be able to connect to your system and work as if they were in the same office in Florida.
PairSoft is a cloud-based document management system designed for nonprofit organizations. It’s safe, cost-effective, and chock-full of features that will aid your cause. Want to find out more about PairSoft? Sign up for a free personalized demo or check out our case studies today!