Scanning Procedure

Advance Document Scanning Procedure

It is important to remember that Advance is not a Document Management System. Therefore, we must be prudent about the types of documents that are scanned and entered into the database. If we enter non-essential documents, we run the risk of out growing our disk storage space in a very short period of time. 

Previously, all scanned documentation pertaining to an entity was located in 'Prospect Tracking - Notes'. As of January 21, 2014, documentation will now be scanned into Advance and placed in more specific locations related to the document type in question. However, for the time being, documentation scanned prior to January 21, 2014 will remain in Prospect Tracking - Notes.

Advancement Services still maintains a complete Central Filing system for storage of relevant hard copy documents. As always, all other incoming and outgoing correspondence should be sent to Central Files,

Documents scanned into Advance by Advancement Services

  • Gift/Pledge backup of $1,000 or more
  • Gift/Pledge acknowledgements of $5,000 or more
  • Gift/Pledge modifications
  • In-Depth Prospect Research
  • Endowment Resolutions