Archiving & Data Cleanup
🗓️ Times / Locations
Monday, Sep 22 | 3:15 - 4:30 Rockbridge Reserve
Tuesday, Sep 23 | 11:15 - 12:30 Barn
👤 Trainer
🗓️ Class Topics
What is Archiving and Why Do it?
Archiving moves some information out of your main database into a separate database
It is used to section off historical information while keeping it readily available
It is part of a control process for your database, much like closing an accounting year or filing giving history
Three Options of Archiving
Standard Archive
Copy Only
Delete Only (we recommend to have Support assist you with this option)
Program Organization
Understanding the Parent/Child relationship when archiving
Archiving Considerations
One Archive database should be used to Archive all of your CDM+ data
Timing
Most often done at the end of the year
Leave the most recent 3 -5 years of data in the main database
Preparation Steps
Special Considerations Before Archiving
Attendance - Run the Update Attendance History Function
Contributions - Processing Pending Contribution records, prior to running the Update Contribution History Function
Address Records
Use Mailing Codes: Pending Archive, Ready to Archive
Individual Records
Individual marked as Inactive
Membership Status: Deceased
Death Date
Ledger Entry Records
(We strongly encourage having a Support Specialist assist you in preparing your data prior to archiving.)
Process Online Deposits
Close all months and years
Be certain that all ledger items have been cleared on bank reconciliation statements for the period to be archived
If there are any offsetting voided entries, check that both sides of the voided entries are in the records to be archived
Archive Process
Back up your active CDM+ database.
Decide whether to create a New Archive or to Archive to an Existing file
New Archive - Put “Archive” in Name
Select which records to archive
Archive records selected by an Advanced Find
Check the archive preview and settings
Proceed to the Archive records
Accessing Archives
How to log into the Archive database
User Management and Login
Restoring Data from an Archive Database
Select records to restore through the Advanced Find
Check the archive preview and settings
Proceed to restore records
📁 Related Resources
For other resources and related articles over Archiving, check out the Archive section in the CDM+ Help Center.