SHARE Secure Processing

In the past SHARE donations were processed internally.  Data entry was often slow and inaccurate, causing problems for SHARE volunteers.  To address this, GSCNC researched various alternatives. 

A solution was found with Chevy Chase Bank.  They will receive the donations (from the new SHARE PO Box in Baltimore, MD) and process them quickly and securely at a corporate processing center.  This should drastically cut down on processing time from up to a month, to just 1-3 days.  GSCNC will get a completed report from Chevy Chase with the new totals each business day.  Association and SU Reports should now be much more accurate, helping everyone have a better idea of where they stand towards meeting their goals. 

Quick overview of process:

1. Troops will receive their SHARE materials in the fall. 
2. All 2009-2010 SHARE envelopes will have the SHARE P.O. Box address:
   GSCNC SHARE
   c/o Chevy Chase Bank
   P.O. Box 17505
   Baltimore MD  21297-1505
3. Families can mail donations directly or turn them in to the Troop SHARELeader. 
4. Troop SHARELeaders will have PRE-PAID Troop Collecting Envelopes addressed to the new GSCNC/Chevy Chase Bank P.O. Box.
5. Troop SHARELeaders will mail SHARE envelopes directly to the P.O. Box in the pre-paid Troop Collecting Envelope. 
6. Troop SHARELeaders will turn in a completed SHARE Troop List form to their Service Unit SHARELeader. 

One big question people will probably ask is “Why is the PO Box located in Baltimore?”  This is because Chevy Chase Bank does a pick up from that location twice a day.  The DC Post Office is only once a day.  This will help us keep the processing as up to date as possible. 

Another, “What is this costing Council?”  With this new system, we should break even with what it currently costs to process donations.  Chevy Chase is charging us per keystroke for each envelope and when compared to the staff time Fund Development puts in processing, along with the temps we have hired in the past and the extra staff time from other departments who pitched in (and took away from their own productivity), we are breaking even in cost. 

An important detail for the new process is that each SHARE envelope MUST be filled out completely.  Chevy Chase data entry employees will input the information listed on each form.  In order for Associations and SUs to be credited correctly they MUST have their Troop Number, Association, and SU numbers listed.  To make this a little easier, we have placed that information in a box that can be covered easily with a printed out label with that information.  Service Unit SHARELeaders and Troop SHARELeader are welcome to print the labels (sample copies will be put online on the SHARELeader Lounge webpage) and place them on the envelopes before they hand them out. 

We understand that some Service Units might now want to have the Troop SHARELeader be responsible for mailing the SHARE envelopes.  Individual Service Units are welcome to tweak this to however works best for them. 

For all questions regarding SHARE Secure Processing, please contact the Annual Giving Specialist at share@gscnc.org or 202-237-1670 ext 285.