Scanning Receipts and Check Stubs

[danielrobinson11]

Is there anything in the church policy that would prohibit the use of scanned receipts and check stubs as archival copies? It would be must easier to keep track of and recall during an audit if everything was keep electronic.

[ggllbb]

I'm assuming you mean: scanned copies and not keeping paper copies. My guess is we are not allowed to do that, but I don't know.

And by the way, I don't agree that it is necessarily "easier to keep track of and recall" since it would have to be indexed and in a way that it could be located, even by a replacement clerk and probably current and replacement Bishop.

Is IRS OK with that?

Also, we are not allowed to store sensitive data on the clerk computer other than in MLS. So the scans would have to be only put on a flash drive, locked in the cabinet and probably backed up.

[russellhltn]

The storage of confidential information prohibits storage on the local hard drive. Confidential information has to be stored on a USB drive and securely stored when not in use. I'd think the constant mount/unmount would be a hassle and creates a risk of corrupting the drive.

If you think retrieving the paperwork is a hassle, then I suggest you reexamine your filing system. Most that I know of store that in check number order. Fast and easy to file, quick to find by date or check number.

[lajackson]

The auditors will come looking for original receipts each six months.

[jdlessley]

Is there anything in the church policy that would prohibit the use of scanned receipts and check stubs as archival copies?

Yes. Invoices, bills, and receipts ares suppose to be originals. See questions 16 and 17 of the ward/branch audit checklist. A scanned image is a copy and not acceptable.

[danielrobinson11]

Thanks everyone for the quick responses. As far as an IRS requirement: http://www.irs.gov/Businesses/Automated-Records#11

Seems to be okay from a business perspective but based on the requirements of having to segment your data via thumb drive and the church audit checklist reference it's a definite no for now. Appreciate the responses again.