Document Uploads & Certifications for Volunteers | Ep 8

In this episode, Sophia and Mark tackle a commonly time-intensive aspect of volunteer management: collecting, reviewing, and securely storing volunteer certifications and documentation. They dive into the steps and best practices for handling essential documents like driver’s licenses, insurance proofs, and training certificates.

Key Discussion Points:

• The Document Collection Process: Breaking down the process into three essential steps—informing volunteers, gathering the documents, and reviewing them.
• Ensuring Secure Submission: Why email isn’t the best option for sensitive documents and recommendations for secure alternatives like encrypted URLs, Dropbox, or the VolunteerMatters platform.
• Review and Approval: The importance of reviewing each document for accuracy, ensuring they meet your organization’s requirements, and tracking their status.
• Privacy and Security: Best practices for storing volunteer information digitally, including secure cloud storage, data backup, and access restrictions.
• Tracking Expirations: Setting expiration dates for time-sensitive documents and automating reminders, so volunteers know when to renew items like driver’s licenses and certifications.

Whether you’re still using paper files or looking to streamline document collection, this episode covers the essentials to keep your volunteer records secure, compliant, and organized.

Ready to simplify volunteer onboarding? Download our guide on Collecting Volunteer Documentation and Certificates: https://public.volunteermatters.org/files/podcast/whitepapers/VolunteerMatters_Document_Uploads_Certifications_(ep8).pdf

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