A lot of organizations want to go paperless these days. And even for those who still have some printing needs, digital content management can make a big difference. We often talk about the changes that digital document management can bring to the table, but we usually mention how those changes impact businesses. What about nonprofit organizations?
Nonprofit organizations start with simple ideas to serve the greater good, and these organizations are usually staffed largely by volunteers. For nonprofit organizations, any opportunity to simplify things is a good opportunity. Document management can make the ins and outs of volunteering easier. With the right tools, nonprofits can make the most of their time and donations. This way, they can maximize their impact.
If you run a nonprofit, then you’re always looking for ways to make the most of your resources. Document management can help you do that. Here are a few ways that digital content management can help your nonprofit take things up a notch.
Cloud-Based Document Management Storage Is Easier to Manage
Document storage can get complicated, especially for nonprofits. Some nonprofit organizations maintain even more paper than for-profit businesses. All of that paper can get in the way of day-to-day activities. Not only does it clutter your workspace, but it also leads to gaps in your workflow. For example, how much time do your team members spend waiting for documents to print? What about the time they spend changing ink and toner in the printer? Then there are other tasks, like chasing down signatures.
All of these things add up, and it’s important to know where frequently needed items are in an instant. Payroll won’t take up a lot of space. However, tax exemption forms, donor records, insurance documents, donation processes, and other key documents will be easier to locate. Nonprofits need excellent organization to keep up with all of these documents, but they also don’t always have the time or space to put an organizational system in place.
Document management can make things easier. For one thing, you won’t have to waste time searching for just the right document. You can find exactly what you need in an instant, which means that you can get to work or pull information from that document right away.
Plus, you won’t have to spend any time creating a complex organizational system, and you won’t have to lose time on disorganized documents. When you have a digital content management platform at your fingertips, that platform can organize your documents automatically. As soon as you upload a document, it’s there whenever you need it.
Now, you can spend your time on more important things, and you can keep your focus at the heart of your organization’s mission. The smoother your workflow becomes, the more your organization can accomplish.
Cloud-Based Document Management Storage Is More Cost-Effective
When you run a nonprofit organization, you become an expert at stretching a dollar as far as it can go. You know how to get a lot from a little, and you do everything you can to make the most of your resources. When it’s time to buy anything new for your organization, cost-effectiveness comes first. You want to make sure that the new item will last for a long time, serve the organization well, and cover a lot of ground.
Document management accomplishes all these goals. The key is finding the right system for your needs. Take some time to consider all the tools that you need for your document organization. In addition to thinking about specific tools, you’ll also want to consider broad things like scalability. If you use a cloud-based platform, for example, you’ll have plenty of scalability for if you ever expand or downsize your organization. The cloud platform will give you what you need, and it always leaves room for growth.
Of course, document management can help you save money on all of the little things, too. You’ll cut back on paper and ink, for instance, which can save you a lot of money over time.
Finally, by maximizing your organization’s workflow, your document management platform can help you get things done without too many bumps in the road. A better workflow means better cost-effectiveness, which is why a lot of nonprofit organizers find document management indispensable for their missions.
Cloud-Based Document Management Storage Is Secure
Finally, document management can increase your organization’s security. Nonprofits can hold just as much sensitive information as for-profit businesses, and yet nonprofits often don’t have the same security measures. Document management can help you change that.
With a good content management platform, you can limit document access. For more sensitive documents, you can set restrictions that only allow “need to know” staff members to see them. Meanwhile, for lower-risk documents, you can set looser parameters that provide access to everyone in the organization.
Even apart from these parameter options, digital documents are just more secure than physical ones. Physical documents are easily lost or stolen as they move from place to place, but digital documents allow for more secure viewing and communication. Plus, physical documents will always be vulnerable to fire, flood, and other disasters. With a cloud-based platform, though, you can always access your organization’s digital documents, no matter what happens to their physical counterparts.
We’re Here to Help!
Making the shift from paper files to a digital document system isn’t easy. It requires a lot of moving parts and poses some unique challenges for nonprofit organizations. The good news is that you don’t have to make these changes alone, and when you do make the changes, you’ll notice a big difference in how you run your organization.
The Vasion team is here to help you make the most of your digital document transformation. We’d love to show you how our platform works. Get in touch with us now to schedule your demo or ask questions about our platform. With Vasion’s flexibility, you have lots of options.