SayPro Donor Directory Update Log (Template #SP-DIR-UPD03).

Template Overview:

The SayPro Donor Directory Update Log (Template #SP-DIR-UPD03) is designed to track and document updates made to the donor directory within the SayPro system. This log will provide a structured way to record changes, ensuring that all modifications are captured and can be referenced for audit and reporting purposes.

Donor Directory Update Log Template

1. General Information:

• Template Name: SayPro Donor Directory Update Log
• Template Number: #SP-DIR-UPD03
• Version: 1.0
• Date of Issue: [Insert Date]
• Prepared By: [Insert Name or Department]
• Approved By: [Insert Name or Department]
• Last Updated On: [Insert Date]

2. Update Log Table

3. Fields Description:

• Entry ID: A unique identifier for each update entry.
• Donor ID: The unique identifier for the donor within the SayPro system.
• Donor Name: The full name of the donor being updated.
• Date of Update: The date when the update was made to the donor’s information.
• Update Type: The type of update made (e.g., Address Change, Donation Update, Name Correction, Email Update, etc.).
• Updated Field(s): The field(s) that were updated (e.g., name, address, donation amount, contact details).
• Old Value(s): The value of the field(s) before the update (e.g., previous address, old donation amount, previous email).
• New Value(s): The value of the field(s) after the update (e.g., new address, new donation amount, new email).
• Reason for Update: A brief description of why the update was necessary (e.g., address change due to relocation, donation amount increased, email correction).
• Updated By: The name or department responsible for making the update.
• Approval Status: The approval status of the update (e.g., Pending, Approved, Rejected).
• Notes: Any additional notes or context relevant to the update (e.g., contacted donor for confirmation, awaiting final approval).

4. Update Process:

• Step 1: Verify the required information (e.g., donor’s new address, corrected donation amount, etc.) before entering it into the system.
• Step 2: Update the donor’s details in the SayPro CRM, ensuring all necessary fields are accurately updated.
• Step 3: Record the update in the Donor Directory Update Log template (#SP-DIR-UPD03), noting the type of update and reason for the change.
• Step 4: Submit the log entry for approval, if required, by the designated team or department for validation.
• Step 5: Once approved, mark the entry as “Approved” in the Approval Status column. If any issues arise, address them promptly and update the log accordingly.
• Step 6: Periodically review the update log for accuracy and completeness.

5. Log Storage and Retention:

• Store the updated donor directory log securely within the SayPro system to comply with data retention policies.
• Ensure that the log is available for audit purposes and can be accessed when needed by the fundraising team, legal department, or other stakeholders.
• Retain this log for a minimum of 3 years or as specified in SayPro’s data retention policy.

6. Additional Guidelines:

• Consistency: Ensure that all updates are consistent with the donor’s preferences and SayPro’s data management policies.
• Transparency: Maintain transparency in logging all changes, especially for significant modifications like donation amounts or contact details.
• Accountability: The update log should clearly identify the individual responsible for the change to ensure accountability.

7. Template Usage Notes:

• This template is a tool for internal tracking purposes and is not intended to be shared with external parties unless required for compliance reasons.
• Ensure that all entries are kept up to date and accurate. Any discrepancies should be addressed immediately.
• If you encounter complex update scenarios, seek approval or clarification from senior fundraising staff or data management personnel.

8. Conclusion:

The SayPro Donor Directory Update Log (Template #SP-DIR-UPD03) helps manage and document updates to donor records, ensuring data integrity, transparency, and compliance with internal protocols. By using this template, SayPro can efficiently track and manage changes to its donor database, improving data accuracy and fostering better relationships with donors.