RE Export

Chantelle Marshall · November 2017

We want to reduce the number of records in our RE7 database. But, we do not want to lose any information that might be present on a record that will be deleted. We want to capture any information that might be present on an account even if it is just a name and export it to an excel file so it can be accessed at a later date. Does anyone have a best practice or a process for doing something like this?

Joshua Bekerman bCLO bCRE · November 2017

I'll respond to your question by asking you a question: Why do you want to reduce the number of records in your database?

I'll also share this whitepaper from Bill Connors: http://www.billconnors.com/media/Raisers%20Edge%20NXT%20Pricing%20-%20To%20Delete%20or%20Not%20Delete%20Constituents.pdf

And this link that has nothing to do with your question: http://eepurl.com/c8Hglb That's a signup form for the newly formed Virtual Healthcare RE Users Group, in case you are interested. :) This would be a great discussion topic for one of our meetings.

Joanne Felci 2 · November 2017

I am in a similar space

We currently have 350,000 constituents but at least 300,000 of these have not interacted with us in any way this century (most are from some runs/walks done in the 90s).

Josh - part of the reason I'd want to clean this up is if we move to NXT - I'd also just like to do it to reduce the size of our database/the space on our server since we are self hosted

Any thoughts on the best way to do this. Unlike Chantelle I really don't care if we keep the information or not it is so old at this point.

Jen Claudy · December 2017

As someone pointed out in another thread on this topic: if you export data from RE to Excel (or some other program), do you have a plan ready to implement so that that file is secure and confidential, only accessible by those who should have access, stored and documented well-enough that those that come after current staff will know what data is where once it's outside of RE?

I suppose you could make a copy of RE and then remove the records you plan to keep from that copy and the archive records from your production database. If you move to NXT, your production database will move to Hosting, but you could keep that archive copy for those old records. At least I assume this would be permissible (you wouldn't have maintenance on a second database, probably, and you likely wouldn't keep it updated, but it would be more secure than Excel files).

Joanne Felci 2 · December 2017

Jen Claudy:

As someone pointed out in another thread on this topic: if you export data from RE to Excel (or some other program), do you have a plan ready to implement so that that file is secure and confidential, only accessible by those who should have access, stored and documented well-enough that those that come after current staff will know what data is where once it's outside of RE?

I suppose you could make a copy of RE and then remove the records you plan to keep from that copy and the archive records from your production database. If you move to NXT, your production database will move to Hosting, but you could keep that archive copy for those old records. At least I assume this would be permissible (you wouldn't have maintenance on a second database, probably, and you likely wouldn't keep it updated, but it would be more secure than Excel files).

Jen

That is what I was thinking.

We are currently self-hosted and need to upgrade from 7.93 to 7.96. My plan is to set up a test database to see what the conversion does to our data/what type of clean-up i may need to prepare for, but then once all is done I am thinking I'll turn the 'test' database into the archive for about 150,000 records

RE Export

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