Staying organized and reduce costs are essential to any non-profit organization’s success. But managing piles of volunteer applications, donor records, tax invoices, and other documents is a serious barrier.
Thankfully, cloud-based document management systems (DMS) makes sure paperwork doesn’t get in the way of your cause.
But the question is in what ways do the document management systems help the non- profit organizations.
Mentioned below are few of them
Big savings
Limited funds and financial constraints are a constant challenge for non-profits, and it doesn’t help that paper is so expensive.
Even though the average worker saves a lot on paper per year, but there are linked expenses that are often overlooked like file cabinets, printers, and office supplies such as printer toner and document folders, which consume a large amount of budget and time.
By scanning records into a DMS, you not only free up space and save money but also cuts down costly paper methods. As DMS software automatically indexes your data, so you don’t have to spend hours filing or searching for documents. Moreover, you can type a few keywords if you want to retrieve a document.
E-workflows
DMS software isn’t just a retrieval system and document storage. But it also automates repetitive processes with a feature called ‘electronic workflow. Known as E-Workflow as well.
Instead of distributing invoices manually, you can configure the system to distribute them to the right or concerned person based on multiple elements.
Even a workflow can be created to remind managers to approve a purchase order or invoice if they haven’t done yet.
Compliance Stays Streamlined
The stable compliance features of DMS makes it the perfect software for a non-profit organization. Non-profits must adhere to retention policies, and return policies been formed by federal and state laws and keep every detailed record and information about financial transactions and donations.
Failure to do so can conclude lawsuits, to lose trust among key stakeholders, and revocation of tax-exempt position.
DMS software also comprises of audit trail features that track who accessed and modified specific files. So, when government donors or representatives ask for an audit of your finances, with few clicks, a de detailed report can be delivered.
What’s more?
Multilayered security
The best DMS software offers features that let you limit access to specific groups and individuals within your organization. This allows you to formulate rules that prevent part-time employees and volunteers from viewing financial reports and allow them for only managers.
Cloud-based DMS software also assures security because the servers it runs on are fortified with robust. prevention systems, antivirus software, firewalls, encryption tools, and data backup programs, which protect data while they are in storage segments.
They are even maintained and monitored by a team of certified security experts who will eliminate potential threats, fix security bugs, and minimize downtime.
Remote access
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 from the primary operation place.
Want more insights on this robust feature of Document Management System to connect with our experienced Docupile professionals today!