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Biographical records data management plan

  • 1.  Biographical records data management plan

    Posted 06-24-2021 08:24 AM

    Hi folks,


    Hope you are all doing well.


    I have been asked to create a biographical records management plan. I have searched the archives and the web and haven't found what I need so I hope you can help me out. We are on Advance Web, but I don't think the plan would be system specific. Does anyone have what they would consider a data management plan that they would not mind sharing with me?


    Thanks so much for any help you could give me,



    Kathleen E. Stuber
    Assistant Vice President for Advancement Services
    Division of University Advancement

    University at Buffalo

    1010 Kimball Towers

    Buffalo, NY 14214







  • 2.  RE: Biographical records data management plan

    Posted 06-24-2021 08:30 AM
    Kathy, are you thinking in terms of a formal schedule for conducting various appends and NCOA updates, combined with a data integrity program?  Or, are you looking for something entirely different?


    John H. Taylor
    John H. Taylor Consulting, LLC
    2604 Sevier St.
    Durham, NC   27705
    919.816.5903 (cell/text)

    Serving the Advancement Community Since 1987

  • 3.  RE: Biographical records data management plan

    Posted 06-24-2021 08:55 AM
      |   view attached



    I've attached our ever-evolving advancement services operational plan.  It does include data management.  We try to review annually as a group but will tell you that this plan helped us with creating two new data coordinator positions due to how many items were/are in the red. We have a separate document that covers our data integrity queries.


    Please know this document is very institution-specific and we use Blackbaud's Raiser's Edge/NXT.





    Christine E. Adams bCRE-Pro  

    Senior Director of Advancement Services

    Office of Development and Alumni Affairs

    University of Hartford

    200 Bloomfield Avenue

    West Hartford, CT 06117

    P 860.768.2407

    C 860.461.6374

    F 860.768.2454






    University of Hartford


    This message is intended only for the use of the addressee and may contain information that is privileged, confidential and exempt from disclosure under applicable law. If the reader of this message is not the intended recipient, or the employee or agent responsible for delivering the message to the intended recipient, you are hereby notified that any dissemination, distribution or copying of this communication is strictly prohibited. If you have received this communication in error, please advise the sender by reply e-mail of the error and then delete this e-mail immediately. Thank you.






  • 4.  RE: Biographical records data management plan

    Posted 06-24-2021 10:10 AM

    That is what I am looking for as well as different places we receive data from.




  • 5.  RE: Biographical records data management plan

    Posted 06-24-2021 12:34 PM
      |   view attached

    Hi Kathy,


    Attached is a data plan I've used, it has grown overtime and includes data hygiene, data acquisition etc. The document has 3 tabs for hygiene, append, routine maintenance  and financial data. It does not include prospect data or stewardship data, which could be other layers to the general data maintenance plan.


    I hope this helps, and let me know if you have any questions.



    Adriana Bitoun

    Director of Advancement Services



    247 King George Street

    Annapolis, MD 21402


    p. 410-295-4150

    m. 562-805-8815






    Data Hygiene Plan.xlsx   72 KB 1 version

  • 6.  RE: Biographical records data management plan

    Posted 06-25-2021 08:54 AM

    Below is a link to an activity workbook that might have some helpful information. We put this together for a workshop session at Good Tech Fest this year. There are 3 worksheets towards the end that we use with our clients as a starting place for data inventory. I say starting place because depending on the needs and goals of an organization, we may add/remove/adjust columns. The worksheets to take a look at are: "Data Sources and Data Sets", "Data Models", and "Data Flows". We organized them this way as it allows for standardized documentation for data inventories and flow mapping, and it's also lines up with our recommended structure for storing data in data lakes.

    Link to Google Sheet Example

    Feel free to reach out if you have any questions about the templates.


    Jacob Joseph
    Solutions Architect