The University of Toledo

UT Foundation Text Document Systems

We currently have two ways of storing documents about our constituents and our funds: Links & Docs and Imaging.

In Ascend, we have "Links & Docs" for both constituents (M19) and funds (L17). Any form of electronic document can be attached to a person, company or other entity. These documents can be links to a web site, a graphic/photo of any kind, a PDF or word processing document, a spreadsheet, or anything that can be accessed or read electronically.

Our imaging software is called Documentum. This software stores documents that would normally be filed in a file cabinet. Each stored image can be indexed/related to a specific constituent that also exists in Ascend. Listed below are some of the document types that currently exist:

• Gift and Pledge Documents
• Alumni Membership Documents
• Alumni Event Registration Documents
• Disbursement Documents
• Gift Receipts
• Pledge Reminders

It is the responsibility of each staff member to take full advantage of these tools not only by viewing documents but by providing documents to the Foundation staff for scanning into Documentum. When you provide documents for scanning, you make it easier for current and future staff to find important information on constituents of UT.

You can provide hard copy or electronic documents. If you send us a hard copy, we will scan it to a PDF. Either way, we will need specific information in order to index the document properly for ease of future look-up.

Please provide the following for documents about people or companies:

• Constituent's Ascend ID
• Full Name
• Address
• Type of Document (biography, CV, photo, etc.)
• Name of person responsible for acquiring the information

Please provide the following for documents about funds:

• Fund Number
• Fund Name
• Type of Document (fund agreement, etc.)
• Name of person responsible for acquiring the information

If you need training on Documentum, either for viewing data or for providing documents to be scanned, please contact Mary Kern at  mary.kern4@utoledo.edu.