Saving Batches

Carin Andrews · April 2015

How long do your organizations generally save batches?

Barbara Van Handel · April 2015

We save them 5 years which is our accounting standard.

JoAnn Strommen · April 2015

As the batch list can be recreated by query at any point I often struggle with even keeping them for a year. So rarely that any changes are made.

We do keep them until audit for that year is complete. So in spring 2015 when audit of 2014 fiscal year was complete, I can dump all the 2014 ones. We do keep a digital file of saved batch commit control reports.

Love added feature of folders for batches now. Just have a folder for the year so it's so much cleaner. Have folder for each year and separate folder for templates/recurring batches.

Candace Chesler · April 2015

I think of Batch as a tool to assist in data entry - not as providing an audit record. I delete regular gift batches every quarter. I review recurring batches every quarter and delete those that are no longer in use.

We create folders by month - and then delete all batches in that folder when the quarter is complete and all gifts are posted to the General Ledger.

Deborah McGlauflin · April 2015

We do pretty much the same thing, Candace.
We’ve never needed the batches for an audit, since we keep
all incoming and outgoing donor correspondence, remote check
deposit records, and other gift receipts, etc. Our auditors
have never asked for more and may not even know such a thing as a
batch exists.

Our Raiser’s Edge consultant also told us we
don’t need to keep batches.

Debbi

Deborah A. McGlauflin, bCRE

Donor Services Manager

Hospice of the Chesapeake

John & Cathy Belcher Campus

90 Ritchie Highway

Pasadena, MD 21122

Direct line: 443.837.1529

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Nicole S · May 2015

5 years -- I have actually gone into a batch and gotten answers after a gift/donor name/address/paper file was changeed, moved or whatever.

Saving Batches

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