Archiving & Data Cleanup

🗓️ Times / Locations

Monday, Sep 22 | 3:15 - 4:30 Rockbridge Reserve
Tuesday, Sep 23 | 11:15 - 12:30 Barn

👤 Trainer

Roslyn Brittain

🗓️ 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