Record keeping - moving from paper to electronic / digital
This is our first year going electronic with our scholarship process - and we LOVE the capabilities and flexibility it has provided.
But moving to the electronic process also brings changes in how we need to think about doing some things - and the way we've always done things. My old brain sometimes has trouble moving in those directions so I'm asking those of you who have been doing things electronically for some guidance and suggestions on best practices (especially for community foundations....)
In the past with the paper application, we would keep the original application for all awards (7 yrs) and declined apps (3 yrs). Each awarded application files also includes the original Scholarship Acceptance/Verification Information (also paper), copies of thank you notes, certificates, correspondence with the post-secondary schools, etc.
Now that we are electronic and using an online Scholarship Application, Scholarship Approval (or deny) Scholarship Acceptance what is the best practice for keeping copies?
Do you make hard copies of the approved scholarship awards and acceptance agreements? Or do you just keep it electronically?
Have you changed your document retention/destruction policy or other policies to reflect electronic file keeping?
Thoughts? Pros? Cons?
Thanks so much for sharing your process!
Community Foundation of Greene County, Pennsylvania