Nonprofits are always on the lookout for ways to improve efficiency and save time. Paperless document management systems like Docupile help make that happen! With document automation, you can get your nonprofit more organized while cutting back on costs. Here’s how:
Big savings
Paper is costly, so small organizations and those with tight budgets face an uphill battle. It only gets worse when you consider the needs of a growing workforce. Although the average employee produces $80 worth of paper each year, there are additional expenses that are frequently neglected, such as file cabinets ($150), printers ($500), and office supplies, including printer toner and manila folders. The additional expenses associated with manually arranging, filing, and retrieving papers take up a significant amount of your time and money.
You not only save money and save storage space by importing your records into a DMS, but you also eliminate expensive paper-centric procedures. That’s because DMS software indexes your data automatically, so you don’t have to spend hours filing or searching for papers.
Workflows in an electronic format
With a function known as “electronic workflow,” DMS software isn’t only document storage and retrieval system; it also automates tedious procedures. Rather than sending out bills by hand, you may use the software to send them to the right person based on a number of criteria. A simple procedure can also be set up to notify managers to accept an invoice or purchase order if they haven’t already done so.
Simplified compliance
DMS software’s numerous compliance features are what make it ideal for nonprofits. Nonprofits must follow data retention laws and maintain detailed records of contributions and other financial transactions, according to state and federal legislation. A tax-exempt organization’s failure to take proper measures can lead to legal action, lost faith among key stakeholders, and loss of tax exemption.
The major characteristics of a data management system (DMS) software are audit trail capabilities that keep track of who had accessed and changed particular files, as well as when they were accessed. When government officials or contributors request an audit of your finances, you can simply generate an extensive document with a few mouse clicks. Not only that, but Docupile also enables you to change data retention settings so that certain papers are either retained or deleted automatically.
Multi-layered protection
The most effective DMS software provides administration capabilities that allow you to restrict access to specific people and groups in your company. This feature allows you to establish restrictions that prevent volunteers and part-time staff from seeing financial statements while retaining the right for supervisors only.
A cloud-based DMS solution also provides maximum security because the servers it runs on are protected with strong intrusion prevention systems, firewalls, antivirus software, data backup programs, and encryption tools that safeguard data in storage. They’re guarded by a team of qualified security professionals who will remove any potential dangers, repair security flaws, and minimize downtime.
Remote access
Finally, cloud-based DMS software provides remote access capabilities, so it doesn’t matter if you have employees and volunteers all over the world. They’ll be able to log into your system and operate as if they were in the same office in Florida as long as they have a secure device and a stable internet connection.
The Cloud-based Docupile is a document scanning solution for non profit organizations. It’s secure, cost-effective, and loaded with features that will help your cause thrive. Have you been looking for answers about Docupile? Sign up for a free personalized demo or peruse our case studies now to learn more!
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