Hello. We are in the process of converting our database to Blackbaud. As part of that process we are cleaning up our current system and have considered moving some records to a historical in-house database (vs permanently deleting). Segmentation would include records that meet criteria such as: deceased never gave; deceased and gave more than 10-years-ago; non-donor records with no assigned solicitor; SYBUNT records more than 10-years-old, etc.It occurred to me we need to leave in anyone who has opted out of philanthropy so we don't put them back in the database as a new Grateful Patient referral. What other landmines are we not thinking about? What does your organization data hygiene and records policy look like? I am eager for feedback and always grateful for examples of documentation.Many thanks,
Good morning, Traci –
If you think you may ever need/wish to perform fundraising analysis for more than 10 years in the past, you may want to ensure you include all of those individuals in the new database. Similarly, you may wish to include deceased people who have relationships (e.g. father, mother, etc.) with people who you plan to move over to the new database.
My general inclination is to leave records in the database – even in the case of deceased never-givers – unless it's a matter of merging duplicate records together.
That's just my two cents...
Michael Halverson, Ed.D. Senior Director of Advancement Services Loyola University Chicago T. 312-915-7283 | C. 320-363-4987 email@example.com | www.luc.edu/advancement