Scanning of Gift Aid Declarations

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NSPCCThe NSPCC is the UK’s leading charity specialising in child protection and the prevention of cruelty to children. Founded in 1889 by the Reverend Benjamin Waugh, the NSPCC is the only UK children’s charity with statutory powers that enable it to take action to safeguard children at risk of abuse.

Employing 1,800 and with 180 child protection teams, the NSPCC operates 5 Divisions, 3 in England and one each in Wales and Northern Ireland. The operation is financed with funds raised by a national network of 200 Community Appeals branches and by central fund-raising departments. There are also 17,000 Community Appeals volunteers, who are vital to the success of the fundraising effort.

The Challenge

The NSPCC approached e-Docs UK & several other companies to discuss the huge volume of Gift Aid Declarations held at an off-site box storage facility. When the Inland Revenue conducted an audit the NSPCC had to call back all boxes for the year and then had to search through the boxes for individual Gift Aid Declarations, an extremely time consuming and costly exercise.

The Solution

e-Docs UK proposed a solution that would see all the Gift Aid Declarations scanned, indexed and written to CD together with document management software to provide instant retrieval. This was all in line with the Inland Revenue requirement ‘7.4.2 Means of Keeping Records’ and e-Docs UK's own BS EN ISO 9001:2000 quality management procedures.

e-Docs UK collected around 265,000 Gift Aid Declarations. The scanning and indexing was completed within four weeks, and returned on CD with the Alchemy Retrieval software preloaded. The search software and index files were then loaded on to the desktop computers within the Gift Aid department at the NSPCC.e-Docs UK also provided on-site user training.

Mrs Denise Putt, the Regular Giving and Gift Aid Supervisor at the NSPCC said: “From the time all the Gift Aid Declarations were collected to the return on CD it seemed to be a very quick and smooth process. Last year for the first time the Inland Revenue audited the Gift Aid Declarations using the CD’s which proved to be a very successful audit. If we did not have the documents scanned it would have meant going through lots of boxes which is very time consuming. In a busy Charity like the NSPCC, this would have been time we could ill afford to lose. I would certainly recommend e-Docs UK.”

Who are we?

e-Docs UKe-Docs UK is a leading provider of Business Process Optimisation services that give greater control over documents and processes along with major improvements in productivity, efficiency and customer service.

Please call us on 01992 801860 to understand how we can help your business