Grants Committee File Maintenance

Greetings from GrantLessons!

Well the weather in Reno continues to be cold. This last week our Grants Committee reviewed its work since June 1, 2012, the start of our last fiscal year. We were surprised at the total number of grants we had written. We started to do some work on our file maintenance. Here are a few suggestions your Grants Committee may want to consider.

  • Locate all your grant files in one file cabinet
  • Include all grant files completed by the chapter and auxiliary in the same file cabinet
  • Audit the files to make sure that copies of the application and funder’s response are present
  • Ask committee members to make a working copy of the file if they need to work on the application at home so that the permanent copy is always presnt
  • Archive old funder files to a separate section in the file cabinet
  • Alphabetize the files so that they are easy to find
  • Label the files using the full official name of the funder
  • Separate grant files from corporate giving program files
  • Review Dropbox files to make sure that a copy of the funder application and most recent Form 990 have been put into the proper folder
  • Check your master list of grants against the file to make sure all are included

Be sure and smile and give the committee a high five when all the files are in order. It will make the auditing process later in the year go well. It will also help the members of the next Grants Committee be able to find the documents that were used this year.

Catch me when you can and I will catch up with you soon. Sandie


2 thoughts on “Grants Committee File Maintenance

  1. Sandie,
    Is there a list in any of your archived isues of all the documentation that we should keep on file. For example, copy of current 990, list of BOD and affiliations, etc

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