Jewish Federation of South Palm Beach County

The Jewish Federation of South Palm Beach County is made up of Jewish and social service organizations, synagogues and schools that provide valued services and programs to recipients in our community, in Israel and around the world.

The Jewish Federation wanted to create a paperless work environment to help employees manage the mountain of paperwork that came with their fundraisers and maintaining donations for over 12,000 constituents throughout South Florida.

To handle the tasks efficiently, 40 of the 110 employees in the office use The Financial Edge™ for accounting, The Raiser’s Edge™ for pledges, and PaperSave for scanning, storage and archiving.

Since introducing PaperSave, employees save about 5 hours a week and experience additional time savings during audits. They maintain hard copies through the fiscal year before sending them to the shredder and recycling plants — thus freeing up significant office space.


The Project

Challenge

Jewish Federation of South Palm Beach County has a great deal of paperwork to handle. Not only does the organization host multiple annual fundraisers, but it is also responsible for maintaining donations for over 12,000 constituents throughout South Florida.

Solution

To handle tasks efficiently, 40 of the 110 employees in the office use The Financial Edge™ for accounting, The Raiser’s Edge™ for pledges, and PaperSave for scanning, storage and archiving.

Just over two years ago, PaperSave was introduced to Diane Neumann, the Jewish Federation of South Palm Beach County’s supervisor of accounting. She quickly saw the merits of having a paperless office. “It’s a time-saver,” she explained, “because anybody can pull off information.” “In the past, we had all these drawers, especially for The Raiser’s Edge. Things would be misfiled. With PaperSave they can’t touch anything — all they can do is view it.”

Results

Neumann said the software is especially helpful during audit season. “We can run a query on The Raiser’s Edge, then pull the query into this PaperSave plug-in which pulls in all related documents together. And it gives you a whole file with all the backup.That way we don’t have to copy it ourselves. It’s so cool.”

She claimed her auditors also love PaperSave because they can receive and store information electronically.

Neumann mentioned she was especially pleased with one particular PaperSave feature: “You can draw, actually, on a document,” she explained. “We had an issue in the past where we were scanning in credit card numbers and we didn’t realize we weren’t crossing them out. We went back and crossed everything out, instead of re-scanning everything.” The program also helped her create a workflow that can be constantly updated.

She said, since introducing PaperSave, employees save about 5 hours a week, as well as additional time savings during audits. And now her organization only maintains hard copies through the fiscal year before sending them to the shredder and recycling plants — thus freeing up significant office space.

She also added, “It’s not expensive – not for what the service it provides us with. There are no issues. This is a great thing. We love PaperSave!”

Measures of Success:

  • PaperSave has saved employees time. Now that information is easy to access, they can quickly find documents.
  • It easily, quickly and efficiently pulls together information for auditor reports.
  • Employees feel comfor table destroying paper documents after only holding on to them until the end of each fiscal year.
  • One office was reclaimed after excess paper storage was eliminated.