Prospect and Donor Records

Electronic Imaging

Document
Imaging Overview
What's, how's and why's.

Document
Management
Implementing document management systems.

Going Paperless
Good presentation in implementing and setting up a paperless office. Planning and implementing a digital scanning project. Melissa Mencotti and Josh Tysiachney.

Imaging Assessment
A set of questions to help you assess your environment prior to the initiation of a document imaging project.

Series on Electronic Imaging
Part 1, Part 2, Part 3, Part 4, Part 5
Ursula Shail.

Sizing
Estimating space requirements for scanned documents. Thomas Tran.

What to Do After "Yes"
Preparing for your new imaging system.
Jennifer Warwick.

CAN-SPAM Act
Best Practices: Compliance with the CAN-SPAM Act by Steve Hafner.

Data Essentials 360
The value of having good data. Susanna Gajic.

Data Integrity Plan
Sample data integrity plan.
University of Michigan.

Data Integrity Schedule
Best times to schedule data integrity procedures. Karen Latora.

Deceased Individuals
Locating information on deceased individuals.

ECM
Many development shops have started electronic imaging, but fewer have initiated and implemented electronic content management software (ECM). This really needs to be the next stage of your imaging strategy.

ECM Lessons Learned
Implementing enterprise content management systems. Gayemarie Brown.

Enforcing Data Entry
Ways to help improve your data entry
procedures. Amy Phillips.

File Plan
Organize your advancement files.
Susanna Gajic. Mary Ellen Caskenette.

Finding Lost Alumni
Tips for helping to find and locate your lost alumni.

Finding Lost Alums
Putting together the Puzzle. John Ley.

Impact of Data Integrity
Worksheet showing the estimated impact of data integrity on fundraising efforts.

Mailing Lists Best Served Fresh
It is important to remember a few things when sending out a mailing. Chris Waller.

Meeting of the Minds
Maximizing your matching gifts. Brian Lacy.

Podcast
Scott Fendley talks with Joseph Calger, the Associate Chairman of Development Services at the Cleveland Clinic, about record management and data maintenance. From Bentz Whaley Flessner.

Policies
Records Management Policy. Records Retention Schedule. Debbie Menoher.

Proactive vs. Reactive
Proactive strategies for enhancing your information. Alan Hejnal.

Retention Schedule
Retention and disposition schedule.
Susanna Gajic. Mary Ellen Caskenette.

Shadow Databases
Institutions need to be aware of shadow databases and how to resolve their use.

Standards and Conventions
Standards and conventions for names and addresses. Alan Hejnal.

Standards and Conventions
Standards and conventions for all your other information. Alan Hejnal.

Value of Email
Statistics on the value of collecting email addresses. Duane Jasper.

More records ...
On the blog.
Jobs on the Jobs Board.
Questions and answers on the FAQ.

Surveys

Contactable Rates
Print version. Results to date.
Mary Ellen Caskenette & Susana Gajic.

Records Practices
Print version. Results to date.
Analysis of results. Amy Phillips.

Privacy and confidentiality ...

No Peeking Allowed
Privacy and Information Protection Policies.
John Taylor.

Privacy Architecture
An information systems structure to manage privacy of information.

Privacy Audit Questionnaire
Auditing privacy aspects of your information.
Mary Ellen Caskenette & Ursula Shail.

Privacy Policy Statement
Use to draft your own policy statement.
Mary Prodanovic.

Privacy Principles
To assist you in all aspects of privacy.
Association Xpertise Inc.

Privacy Recommendations
Recommendations for advancement.
Mary Ellen Caskenette & Ursula Shail.

Releasing Information
Sample policy for releasing alumni information. Carrie Stephens.

Security Survey
Questions to consider when evaluating your IT or records security.

Data integrity ...

Coding and Decoding
Coding and Decoding the Database Puzzle: Keeping Constituent Information Current and Accurate.

Do Not Contact
Postcard to send to "Do Not Contacts."
Andrea Shirey.

It's All About the Data
The ABCs of building and maintaining robust databases. John Taylor and Brian Dowling.

Managing Records
Records Production Statistics Template.
Records Statistics Template.
Candace Hamblin.

One per Household
Eliminate duplicate magazine mailings.
University of Toronto.

Address and other lookups:
Addresses.com
Docusearch. Investigative searches. Links.
LYCOS People Search
Melissa Data
NANPA. North American Numbering Plan
Administration
PublicData.com. Fee based searches.
QualifiedAddress. Upload file for cleansing
Search Systems. Public record searches.

Address and other lookups (Cont.)
U.S. Gazetteer
U.S. Postal Service Lookups
ZIP and Area Code Lookup.
Jay Computer Services.

Area codes:
Area Code Lists
Area Code Maps
Area Code Change Details

International links:
Mailing Address Formats
Numbering Plans for Country & Area Codes
Telephone Directories

Phone numbers:
Anywho.com
Australia and Pacific Numbers
411.com
Canada 411.com
Directory Assistance Plus
Langenberg.com
MelissaData
North American Numbering Plan Admin.
Reverse Phone Directory
Switchboard
Teldir - International Phone Directory
The Ultimates
United Kingdom
Whitepages.com
Yahoo People Search

Postal:
Australia
Canada Post
EmbassyWorld
Frank's Compulsive Guide to
Postal Addresses
United Kingdom
United States
Universal Postal Union

Salutations:
Calligraphy Lady
Military Salutations
StylishAddressing

Tracer Card
Good example of a tracer card to collect information from constituents. Note contest on bottom. Robb Drury. More sample forms.

Zip code finders and lookups:
Jay Computer Services
Langenberg.com
Paweb.com
Zipinfo.com

More data Integrity links.

More records resources @

Archive Builders
Specializing in manual and digital corporate archives and records.

ARMA International
Members include records and information managers.

ARMA Toronto Chapter
Members include records and information managers.

DAMA
Data Management Association. For data professionals. Resources, conferences ...

ICRM
Institute of Certified Records Managers. Newsletters with archives, jobs, more ...

Int. Records Management Trust
Set up in to help develop new strategies for managing public sector records.

NARA
U.S. National Archives and Records Administration.

Peoplesearch.net
Search multiple database. Interface opens a lot of browser windows but works as advertised.

Pronom. The File Format Registry
Online source for information about file formats.

Records Management Programs
Links to college and university records management programs.

Records Resource List
Extensive list of links to records and records archives.

Retention Schedules
Links to college and university retention schedules.