Need for Archive database -membership module

mikethekey · Post by **mikethekey** » Thu Sep 25, 2003 1:26 pm

In the next update, if at all possible, I would like the program to have the ability to separate old records into a separate archive database. We keep our former friends and members information for historical purposes, and at this point, our database has become very cumbersome to work with, when entering data or pulling reports

Post by **Zaphod** » Thu Sep 25, 2003 4:16 pm

Normally, the way we suggest folks handle this particular issue is to make a backup at the end of each year, then use the "Delete Old Data" function in Contributions, Accounts Payable, Accounts Receivable, Payroll, Attendance, and Visitations (did I miss any?) to clear out older information. If and when you need to look at older data, you can always restore your older backup (making sure you make a backup of your current data first!) and run any reports that are necessary. Then just restore back to current. Usually, it's a good idea to keep at least one year prior to your current year live.

Version 9 of PowerChurch is still a work in progress, so this suggestion will be forwarded to program development. I can see how the process described above might be fraught with peril.

Thanks!

FCCPowerChurch · Post by **FCCPowerChurch** » Fri Sep 26, 2003 6:34 pm

I agree with Mike and believe that your answer does not satisfy the requirement. We, too, do not delete members and friends that have moved away. The PowerChurch database has become our only database of all our members - both current and former. Former members call asking for church dates: when joined, baptized, etc. and current members call asking for forwarding addresses, for expample, of those who have moved away. And other churches call to varify membership of those who have left. Therefore, we need ongoing access to all these member records. We can not "delete old data" and then be forced to reload backups every time we get a question about a family that has left. In fact, after nearly ten years we have never deleted "old data" since we do not consider past member data "old" but rather a vital record of the Church. As computers have become more powerful, the size of the database is not important, but rather maintaining a complete historical record of out current and former members and friends.

A separate database of inactive members is a way to solve the problem Then we could move records from the active database to this inactive database. Reports, and all other Power Church functions then could be directed to either or both the databases.

Zeb · Post by **Zeb** » Mon Sep 29, 2003 9:14 am

The PowerChurch database is designed to handle a large number of individuals, so splitting this up into 2 database files would probably be overkill.

One way to handle what you are talking about is to use some of the options on the family, in addition to use of the codes.

For example, if you have a family that you want to keep in your database but don't ever want to see them on a report there is an option on the intergrated data screen (or family mailing list) to include in Membership module reports. It is located in the lower right hand corner of the screen, and when unchecked this family and its profiles won't appear in any reports.

If that option is to drastic and you want to be able to sometimes see them and sometimes not, create a family code and/or a profile code called inactive (or whatever you want to call it) and assign it to that individual. now whenever you run a report you will have the option of unchecking that status code taking the family or individual off of the report.

It also needs mentioning, family codes affect family reports and profiles codes affect profile reports.

obviously neither option above will affect locating families because they will all still be there, it will however take care of the report problem you described.

Hopefully this information will help you.

Feel free to forward any suggestions you may have to wishlist@powerchurch.com

wh7262 · Post by **wh7262** » Tue Sep 30, 2003 12:14 am

I am new to your software and am still trying to figure things out. Would you please be so kind as to describe the process I need to "create these codes" so I can maintain the dropped members?

Thanks a lot.

Zeb · Post by **Zeb** » Tue Sep 30, 2003 9:20 am

wh7262 wrote:I am new to your software and am still trying to figure things out. Would you please be so kind as to describe the process I need to "create these codes" so I can maintain the dropped members?

Thanks a lot.

in the version 8.5 manual you can find more information on page 48-53 for family codes and 76-78 for profiles codes.

One example is if you have family mailing list codes defined as:
Mailing Category (name of group of codes)
-----Active Member
-----Inactive Member
-----Visitor
-----Non-Member

and you have your inactive families defined with the Inactive Member family mailing list codes, when you run a report from family mailing list, uncheck the Inactive Member code on the Report Options screen and they will not be on the report.

For more information feel free to call our technical support office at (800)486-1800.

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