Confidentiality agreements, background check results, training certificates, immunization records, driver's licenses. Most programs keep them in a filing cabinet, a shared drive folder nobody prunes, or an inbox. Volunteer Ledger gives the program real volunteer document storage, keeping each file with the volunteer it belongs to, so finding a document means opening a record instead of remembering where it went.
Some paperwork exists to satisfy a requirement and expires with it. Some is simply part of the volunteer's file. Volunteer Ledger handles both, because forcing everything into one shape is how programs end up back in a shared drive.
Upload the background check result against the background check requirement, the certificate against the training. The document inherits the expiry date, so when the requirement comes due the file that proves it is already sitting next to it. Nobody has to search for last year's copy to confirm what was actually on file.
Anything else goes straight on the volunteer record: a signed confidentiality agreement, a reference letter, a photo release, an emergency contact form. There is no requirement to invent and no expiry to manage. It is simply kept with the person it belongs to.
Documents live on the volunteer's own record rather than in a separate document area, so a coordinator checking whether someone is cleared sees their status and the file that proves it in the same place. That is the whole point: the answer and the evidence together.
Portable document format, Word, Excel, OpenDocument, rich text, plain text, comma-separated files, and images including photos taken on a phone. That covers the scan from the copier, the form somebody typed up, and the picture of a certificate a volunteer texted in.
These files hold dates of birth, license numbers, screening results and signatures. Not patient information, but not something to leave in a folder anyone can browse either.
Administrators and staff can open and download documents. Read-only viewers cannot, even though they can see the volunteer's record and status. The distinction is enforced on the server, so it is not a matter of hiding a button.
Each download and each deletion writes a row naming the user and the moment it happened. If you ever need to answer who looked at a volunteer's file and when, the answer exists rather than being reconstructed.
Uploads are checked against an allowlist rather than a list of things to block, and the file's actual content is inspected rather than trusting what the browser says it is. Renaming a web page to look like a document does not get it in.
You can set a retention window that starts when a volunteer is deactivated. When it elapses their documents are deleted from storage rather than merely hidden, and the deletion is logged. A file kept forever is a file you are still responsible for.
Large enough for a multi-page color scan from an office copier, which is usually what pushes a limit like this.
A ceiling most programs will never approach. A roster of several hundred volunteers with a handful of documents each does not come close.
Portable document format, Word, Excel, OpenDocument text, rich text, plain text, comma-separated values, and common image types including the format an iPhone camera produces.
Web pages and scalable vector graphics are refused on purpose, because those can carry code and this system serves files back to signed-in administrators.
The rules a document usually proves: what each volunteer needs, when it renews, and what is overdue.
Where the most common stored document comes from, and how the result is tracked once it arrives.
What your state expects before a volunteer starts, which is usually what the document in question is proving.
Including the requirement expiration report, which tells you what is about to need a fresh document.
Portable document format, Word and Excel files, OpenDocument text, rich text, plain text, comma-separated values, and images including the format an iPhone camera produces. Fifteen formats in total. Web pages and scalable vector graphics are deliberately refused, because they can carry code and the system serves files back to signed-in administrators.
No. Administrators and staff can open and download them; read-only viewers cannot, even though they can see the volunteer's record and requirement status. That restriction is applied on the server rather than by hiding a button, so it holds regardless of what the browser is told.
Yes. Every download and every deletion writes a log entry naming the user and the exact time. If you are ever asked who accessed a volunteer's paperwork, the answer is recorded rather than reconstructed from memory.
You choose. A retention window can be set that begins when a volunteer is deactivated, and when it elapses their documents are deleted from storage rather than hidden, with the deletion logged. If you set no window, nothing is removed automatically.
Up to 25 MB per file, which covers a multi-page color scan from an office copier, and 5 GB across the whole organization. A program with several hundred volunteers and a handful of documents each will not come close to the ceiling.
Either way. A document can be attached to a requirement as the proof of it, in which case it sits beside that requirement's expiry date, or it can be attached to the volunteer directly when it is simply part of their file and has nothing to renew.
Start a free 45-day trial, import the volunteers you already have, and put their paperwork where anyone covering for you can find it.
