Your Document Management Knowledge Center

Top 8 Takeaways from the 2016 InsideNGO Annual Conference

1. Enterprise Content Management (ECM) is Critical for Compliance

Compliance is easy... Said no one, ever. All of your policies, procedures, and controls mean nothing if you don't have a record of your actions. What are you going to say to the auditor? “Trust us?” That won’t get you very far.

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Health Services NPO Cuts Contract Turnaround and Aces Audits With DMS

It is the purpose of many nonprofits and NGOs to take action in resolving global health issues and, to establish and provide resources to struggling people who have nowhere to turn. Their mission is to educate, inform, and strength healthcare workers and systems.

Providing these resources is the first step in their mission. Their challenge is to provide these resources in the most effective and efficient way possible.

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Document Management System Contract Management Saves NPO Thousands

As a nonprofit product development partnership (PDP), TB Alliance collaborates with many external partners globally in their quest to discover and develop better, faster-acting, and affordable drugs to fight tuberculosis.

In support of their contractual collaborations, they originally used a SaaS NGO/NPO contract management system competitor, but glitches, more cumbersome system features than actual benefits, and poor customer service left them in need of a new document management platform. Since choosing DocuVantage one year ago, they haven’t looked back.

Click here to read the case study and learn how TB Alliance integrated document management for a reliable and customizable contracts administration process that saved over $22,000 annually, reduced document retrieval time by 50%, and reduced contract record setup time by 30%.

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The ABCs of Contract Management for NGOs and NPOs

Non-governmental organizations (NGOs) and nonprofit organizations (NPOs) are jumping on board with a very popular trend in process improvement; automated contract management. To be fair, though, contract automation is not so much a transitory “trend” as it is an essential, sustainable ingredient in NGO and nonprofit management.

THE WHYs

Streamlining and automating contract lifecycle management and compliance with a cross-operational electronic document management system not only eliminates the worries of back-office operations, but also drives more efficient execution of mission goals.

THE HOWs

So you want to become a successful and tech-savvy contract manager? That’s a respectable goal, and it’s also not as complex as you may think. Here are four down-to-earth tips to elevating your contract administration efficiency:

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No-Nonsense Document Management for Nonprofits/NGOs: What to Look For

Many of our clients assume that nonprofits and NGOs are outside the domain of business process improvement. This could not be further from the truth. On the contrary, it’s often the case that profitless processes – due to the countless stakeholders and key decision makers involved – require the most fine-tuning to their operational efficiency and document management.

We could go on, but we’ll let an actual NGO take it from here. They live and breathe the complexity of nonprofit/nongovernmental operations, so they naturally say it best.

This global NGO found their document management solution.

The following is an account from an actual NGO whose document management system needed a little boost of digital efficiency.

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Nonprofit Success Story: Global Nonprofit Executes Contracts Faster with DMS

nonprofit contract managementThere's a lot at stake working for a nonprofit, NGO, or NPO.

You have a mission to fulfill, and limited resources to fulfill it in an efficient and cost-effective manner. It's easy to lose sight of your cause when your backend processes take up all of your time. What you need is a workflow to help your mission accomplish itself.

We've discussed the benefits of a document management system for business process improvement, and for the next few weeks we'll be posting real-world Nonprofit and NGO Success Stories.

A $70M+ international nonprofit organization educates and helps others to prevent and control disease abroad. However, expanding their services to 140 countries requires a sophisticated contract management system. Here's how they addressed that problem with DMS, and how the savings in time and money helped them focus on their mission to save lives.

Read their success story here.

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4 Signs Your Contract Management System is Hurting Your NGO/NPO

We'd reported on a study conducted by the National Contract Management Association (NCMA), which opened our eyes to the rampant inefficiency plaguing the contract lifecyle management (CLM) of countless organizations – companies and NGOs/nonprofits sweeping the gamut of industry type, geographic location and size.

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5 Ways Nonprofit Document Management Software Helps Your NGO or NPO

For a successful NGO to flourish, staying compliant and reporting funds accurately for every transaction is crucial. This is especially true for those who receive funding from the US Agency for International Development (USAID), the US Department of State and other government agencies.

To successfully achieve your mission’s potential reach and scope, you must understand what to look for in nonprofit document management software. This software allows you to serve people in a more logical and organized manner, and makes managing your workflow and business processes much more efficient. 

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How NGOs and NPOs Use DMS to Secure Trust in Their Partnerships

With so many moving parts and collaborators, your non-governmental organization (NGO) or non-profit organization (NPO) has to keep a lot of people happy. Staff, volunteers, donors, etc. – each group has a range of contracts, invoices, and authorizations associated with them. They share a vision with you, but if they can’t trust you everyone loses sight of the vision and the partnership loses its foundation.

The best way to secure trust with the people who partner with you is to secure consistency. And the best way to secure consistency is through maintaining a system of automated business processes. More and more NGOs and NPOs have made this possible by adopting a document management system across their various departments.

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Environmental NGO Chooses DocuVantage to Manage Personnel Documents

Trying to keep track of and manage paper documents for over 100 employees and thousands of volunteers - across 12 locations - is difficult. But it was becoming exceptionally burdensome to this environmental NGO’s HR team. Sending files to their varied locations meant duplicating, copying, and faxing large amounts of paper that quickly became unmanageable. Needing a more efficient and greener solution, they began searching for a way to go digital.

This HR team knew they needed a solution that would allow them to easily access and share documents securely between locations without adding more applications and servers for their IT staff to maintain. After considering various solutions - such as Box and DropBox - they chose to use DocuVantage OnDemand for managing personnel files and gain control of the documents critical to their organization.

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