Idea

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  • Idea
  • Updated 3 years ago
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  • (Edited)
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Good morning,
I had an idea I thought might be helpful. I have noticed sometimes (though this may be rare) sponsor children's letters get lost in the mail through no fault of compassion whatsoever. But I thought that maybe when the letters come in to compassion's headquarters they could be scanned and uploaded to that particular sponsors account next to that child's name under a new section called letters(or correspondence or whatever).
That way in the event the letter does get lost the sponsor still has a back up copy they could print out online.
And if it doesn't they would still be excited toknow the hard copy would be on the way.
Just and idea. Thanks for viewing,
Jacqueline
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Jacqueline McGrath

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  • happy!

Posted 4 years ago

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Susan, Sponsor and Donor Relations, Social Media

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Hi Jacqueline! Thanks so much for sharing your ideas with us! We appreciate your feedback! We are looking to update our systems further so that each letter is scanned and emailed to our USA office before either being emailed to the sponsor or the physical copy will be sent in the mail. This way, we'll have a copy on file for situations in which we have any question about the letter.  
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Jacqueline McGrath

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That's awesome! I'm so excited about this:)
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Matt Glosson

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I too am wondering if letters from the children can simply be scanned and e-mailed to us. Perhaps if there is something (e.g., a drawing) that the child did that we want to physically have, we can have the option to "release" it to be sent via snail-mail. If the person doesn't release the letter within a week, it goes into the recycle bin. Scanning and sending through USPS seems redundant to me unless someone specifically requests the hard copy in addition.

I have seen a few references to "we are upgrading our systems to support this." My question is, when do you expect that process to be completed... one year, five years?

Thanks
(Edited)
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Emily

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Hi Matt! We are really excited about transitioning to another way of sending and receiving letters and are currently in the 'blue print' phase of this project. I know it can be frustrating to be told that something is going to be changing but not have a time frame of when that will take place. Currently, we know what we want to do and the planning phase is complete. We are now working to implement this process in a way that allows us to continue stewarding our funds wisely and efficiently.

Our hope and prayer is to roll out this change within the next couple of years. Regrettably, we do not have a solid date to give our sponsor's because the updates are not just taking place in our USA office. Because our systems are very outdated, we will need to make sure all 26 country offices also have the necessary technology to send and receive letters this way. This means ensuring that each office has scanners, printers, and computers that can do the job efficiently with the amount of letters we receive on a daily basis. Thank you so much for your continued prayers and patience with us as we undergo major transitions in our ministry so that we can better serve the children in our centers and you as sponsor's.  
(Edited)
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Susan, Sponsor and Donor Relations, Social Media

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Hi all! 

I just wanted to post an exciting update and let you know that this idea is already being tested and will be implemented next month, April 2016! :) 

Beginning April 11, 2016, all original letters between sponsors and children will be digitally scanned, translated and emailed. Children will receive high quality prints of your letters. You will receive letters by email and, if you choose, a scanned printout by postal mail. Letters will also be stored in your MyAccount. 

This increases the letter delivery process by up to 50 percent, allows Compassion to increase the number of sponsors without slowing down our letter delivery, and will cost less money to implement—saving ministry funds and using them more effectively.

In the new letter-writing process, Compassion will deliver extremely high quality scans of your letters directly to your child’s country office. New printers installed in each field office print your letter, which will be forwarded to your child’s center for delivery. Compassion has implemented printing and paper standards in each of our offices, and monitors these processes for quality. This entire process is about 50 percent faster than sending letters via mail.
(Edited)
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Rachel Hoffman

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What does this mean for those of us who like to send paper gifts? Will we still be able to send greeting cards, small books, stickers and the like?
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KristenH, Champion

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Rachel, these are the updated guidelines for snail mail:


"............Beginning April 11, 2016, all original letters between sponsors and children will be digitally scanned, translated and emailed. Children will receive high quality prints of your letters. You will receive letters by email and, if you choose, a scanned printout by postal mail. Letters will also be stored in your MyAccount.


This increases the letter delivery process by up to 50 percent, allows Compassion to increase the number of sponsored children without slowing down our letter delivery, and costs less money to implement—saving ministry funds and using them more effectively.


In the new letter-writing process, Compassion will deliver extremely high quality scans of your letters directly to your child’s country office. New printers installed in each field office print your letter, which will be forwarded to your child’s center for delivery. Compassion has implemented printing and paper standards in each of our offices, and monitors these processes for quality. This entire process is about 50 percent faster than sending letters via mail.


In order to facilitate the digital letter delivery process, Compassion has made the following changes to our letter writing policy:


- All of your correspondence should include a personal letter to your child. Enclosures received without a personal letter cannot be sent along to your sponsored child.


- Your letter and any enclosures should be completely flat and made of paper.


- Letters and small, flat paper gift items should be no larger than 8.5” x 11".


- Total number of items (including stationery) should not exceed six sheets of paper, including your letter to your child.


- If items are in excess of six sheets, we will make every effort to donate the item to a local children’s charity. Items that cannot be donated will be discarded.


Compassion provides translation for the letter you send to your sponsored child up to the maximum of six sheets per letter. The “six sheets” rule is replacing the 1/4” thick rule that has been our standard in the past. Please note, only the following items will be physically delivered to your child, up to a maximum of six sheets.


- Stickers (flat, not puffy or foam)

- Bookmarks

- Musical greeting cards


Some flat paper items enclosed with your letter will be scanned and sent electronically with your letter. The following scan-friendly items will be scanned first, digitally sent to your child’s country office for printing, and then delivered to your child:


- Letters

- Photos

- Postcards

- Greeting cards

- Coloring pages

- Paper crafts


Your child will not receive original copies of items in the list above. Original items are not kept by Compassion and are not returned to sponsors. If you choose to send any of the above items to your child, you must include a letter in order to ensure proper delivery............"
(Edited)
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Rachel Hoffman

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Thanks for the extra info Kristen. I guess I'll be sending a big package to Compassion this weekend before that 6 page rule kicks in.

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