Archiving & Data Cleanup

🗓️ Times / Locations

Wednesday, Sep 23 | 11:15 - 12:30
Thursday, Sep 24 | 11:15 - 12:30

Ballroom D

👤 Trainer

Hannah Roethle

🗓️ 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 (recommended to have Support assist you with this option)

Program Organization

• Understanding the Parent/Child relationship when archiving.

Archiving Considerations

• A single 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

• Individuals marked as Inactive

• Membership Code or Status equal to Deceased

• Personal Information: Death Date

Ledger Entry Records

(We strongly encourage to have 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 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 Archive records

Accessing Archive

• How to login to 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