Raiser's Edge - Monthly Maintenance Queries and Global Changes

Amanda Palmer:
While I know that making Global Changes can be nerve-racking, there are some pretty simple maintenance queries that can assist in keeping your database clean. I will give you an example of some of the simple maintenance queries I have created. I run a monthly batch of global changes across my database to ensure the integrity and uniformity of the database. 

First I have created a query folder called "MAINT" and when I name the queries for this folder I use a naming convention that starts with "MAINT_" - this way if I am looking for these queries, I can just search MAINT and find them all quickly.

One of the first maintenance queries I created was for marital status = married; gender = female; title does not = Mrs. Then I created a global change to add/overwrite "Mrs" onto all of these records that meet the criteria. 

Another query I created was spouse name not blank; marital status blank - global change to add "Married" to marital status

I have a quick add for address ZIP blank - global change to check "No Valid Address". In fact, I just this second ran that global change to see how many were in there since the last time I ran it - 9 records updated. 

We have so many users entering data into our database and I cannot ensure consistently that everyone is entering the same way across the board. I use quality control reports for training, but I use these maintenance global changes to quickly correct some of the simple misses that happen throughout my data entry team. I have approx 50 maintenance queries/global changes that I run each month and it has helped me keep my database uniform and relatively clean. Creating this process has made my life much easier and I highly suggest using this process to help you as well! 

Happy cleaning!!

Those are good monthly housekeeping queries Amanda.  In addition to what you have, I have ones searching for each of the Addressee/Salutations that we utilize to make sure every record has them, and a Deceased check to insure that they will not receive mail any longer by checking No Valid Address? and unchecking Send Mail, and that their spouse will receive mail and has a marital status of Widow/er, another to doublecheck that all soft credit (mainly through matching gifts and DAFs are SC).  We also have a couple others I have set up for specific fields we populated that are related to gift entry and affect reporting.