The VCA Virtual File Cabinet allows you to upload any permanent documents that need to be saved in the Chapter archives. No more pulling boxes from the archives, or wondering who was the Secretary or Treasurer at that point to call them and ask them for the box of data…. just look it up in your Chapter Virtual File Cabinet.
File Types: These are your virtual file folders. As you load your document, assign it to a “File Type”. This will ensure retrieval of the document with ease.
Document Name: Try to be consistent in your naming of documents. ie: 990 Tax return 2001, 990 Tax Return 2002 ( This way if the correct file type was not assigned, you can still easily locate the file.)
Date: Enter the date on the document or period end of the document, ie: if it is a tax return, then enter 12-31-(year being filed)
Document loaded by: Make it a Chapter practice that anyone who loads in data enters their name to show who original was in possession of the document. This will be helpful if you need further information on the document, or have questions etc… You will know who to contact.