Craig’s Doors management is in agreement that adequate supporting documentation should be maintained and easily locatable in order to substantiate transactions in the general ledger. In FY2021 and FY2022, Craig’s Doors underwent significant transitions in leadership (i.e., departure of Finance Administrator and Executive Director). Subsequent to these individuals’ departures, identifying types and locations of supporting documentation have been extremely difficult, if not impossible. Current staff, who were not part of the Organization throughout the transition, have devoted significant hours to combing through old files, both electronic and in paper form, where available, to locate FY2022 transaction support, sometimes to no avail due to the lack of a formal filing and retention system in place for that period of time.
In June 2022, the organization engaged Your Part-Time Controller, LLC ("YPTC") to assist, among other things, in getting the Organization’s financial “house” in order, including providing recommendations for improved file maintenance systems and data retention. To that end, a Document Retention Policy is in process of development, and several systems have been implemented to increase the quality and accessibility of supporting documentation, including electronic timesheets, integration of donor record system with general ledger and a transition to BILL for payment (and housing) of invoices. Management is also in the process of evaluating expense reporting systems (e.g., Divvy, Expensify, etc.) to better track and maintain purchases by Staff across the organization. It is anticipated that, under new Management, and with new retention systems in place, there will be a significant increase in the quality and availability of the Organization’s records.