Charity Document Management

Simplify your paperwork and maximise impact. Cleardata helps charities digitise, process, print and manage incoming and outgoing mail, donation records, and supporter data efficiently. Reduce admin and focus on fundraising!

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Benefits
Challenges
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Case Studies

The charity sector in the UK, also known as the 'third sector,' 'voluntary sector,' or 'not-for-profit sector,' is dedicated to creating social value rather than pursuing financial profit. Charities work passionately to tackle various issues such as social services, housing, health crises, education, poverty, and human rights

The sector has experienced significant growth in recent years, employing over one million people and involving an additional six million volunteers. UK Charities range from small and medium-sized enterprises (SMEs) to large organisations.

Cleardata’s document management services can be used to increase the efficiency of your charity records management and reduce costs for printing outbound documentation. Read our case study for Asthma + Lung UK to find out more.

Get in touch today to discover how we can help your charity go paperless, improve compliance and reduce costs.

Improve Efficiency

Scan, Mailroom, Print

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Cleardata's Charity Services & Solutions

Digitisation

Convert physical documents into digital formats, enabling easy storage, retrieval, and sharing, while reducing physical storage needs.

Digital Mailroom

Outsourced mailroom service with efficient handling of incoming mail by digitising, classifying and routing documents, reducing manual processing, increasing accuracy and improving response times.

Cheque Donation Handling

Digitise and bank cheques on arrival with full audit trail.

Outbound Print

Manage and automate bulk printing tasks, ensuring timely and cost-effective delivery of donor campaigns, promotional materials and thank you. Scale service up or down to suit your charity needs.

Data Reporting & Management

Data validation, reporting and cleansing services, with PAF validation and classification. Effective data management services with, improved data compliance, and enhanced operational efficiency.

Archive Storage

Provide secure, offsite storage for important documents, ensuring they are protected, easily accessible, and compliant with legal requirements.

Benefits

Find out how Cleardata's Charity Document Management Services can help your organisation.

Improved Accessibility

Easily access and retrieve digital documents, enhancing collaboration and decision-making.
Increased Efficiency

Streamline operations by automating mail and document processes, saving valuable time and resources.
Go Paperless

Digitise paperwork on arrival to transform your charity into a paperless organisation with automated document processing to improve productivity and efficiency.
Improve Cashflow

Scan and digitally bank cheques on receipt and improved your cashflow with a full audit trail.
Cost Reduction

Lower printing and storage costs through digitisation and efficient data management solutions. No need for additional recruitment during peak periods.
Enhanced Compliance

Protect sensitive information with secure digital mailroom, digitisation and document storage, ensuring compliance with regulations.
Focus on Mission

Reduce administrative burdens, allowing staff to concentrate on core activities and fundraising efforts.

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Key Challenges

Charities face several business challenges, particularly in the areas of document management, incoming mail, document processing, document management and outbound print. Challenges include:-

Document Management

Handling vast amounts of sensitive information, including donor records, volunteer agreements, policy documents, and financial reports.

Incoming Mail

Processing high volumes of incoming paperwork and donations is time-consuming, causing delays and errors. Physical storage can take up valuable office space

Remote Working

Processing physical paperwork can be challenging to manage when working remotely or from multiple office locations, with an increased GDPR compliance risk when transporting or distributing paper documents.

Printing and administrative costs can be a significant expense for charities, especially when dealing with large volumes of printed materials such as donor and gift aid forms, thank you letters, campaigns and promotional materials.

Campaign Peaks

Handling the administrative burden during campaign peaks.

Document Processing

Campaigns and fundraising efforts can be slowed down if documents are not processed quickly and efficiently. Manual errors in document processing can also cause challenges.

Types of Documentation

Gift aid forms

Financial & annual reports

Grant applications

Corporate supporter contracts

Donor forms

Banking, accounting & audit reports

Policies & procedures

Board meeting minutes

Thank you letters

Donor records

Questionnaires

Research documents

I've been really impressed by the services offered by Cleardata and their team has been a dream to work with.

Supporter Care Manager, Asthma + Lung UK
Cleardata's digital mailroom services have freed up a significant amount of time for Asthma + Lung UK.

Supporter Care Manager, Asthma + Lung UK
It's been refreshing to collaborate with a company that consistently brings practical solutions to the table. From their Drivers to the Archive Team and Account Managers, the whole experience has been open and transparent.

Group Head of IT, Simarc Property Management