So I have a question for you that I really need an answer to. Really, I need best practices. When it comes to your volunteer applications, how do you store them? Digitally, physically or both?
We use Fellowhship One and so we scan applications and attach them to a volunteers profile via requirements. Since we also run our background checks through F1, that report shows up in F1 as well. It’s nice an convenient to have it all right there in F1. However, we’re still keeping a physical copy of the actual application. My question is this: do I still need a physical copy anymore? I mean, I’m already relying of F1 to store the only copy of my background check and I know that my data is backed up, so if F1 crashed, my data is still going to be there. I probably have a better chance of losing my original files by fire than I do losing them to complete and total data failure.
So, what do you think? What do you do?
I’m probably not much help here, because of the difference in church size and tech. I will say, that I currently keep paper applications because we do not use anything like F1. If we did, I’d have no problem getting rid of the paper copy once it is backed up. I’d even consider having the form filled out online, eliminating the need for a paper copy at all.
Ask this question, are you EVER going to search through all of your files to find an application when you can easily look that individual up in F1? Probably not, so why keep them? Just what I’d do.
We have a custom database similar in philosophy to F1, and we also scan our application into the system, then shred the paper copy. The database is backed up on a daily basis, so we believe it’s the safest place to maintain the data … and more secure! The less paper to store, the better!!!!