Managing credit card data on Bio 2 tab

JoAnn Strommen · June 2015

We use IATS/BBPS and have EFT module. When we get credit card info for multiple payments or single gift we enter it on Bio 2 tab of record. We enter single gifts this way as same credit card is often used for future gifts and saves on data entry as it is stored on record. I have task in my data mangagement to do list of periodically deleting credit card data for expired cards.

Lately, I've noticed a number of records that have multiple unexpired cards. (I'm blaming data breeches causing cards to be re-issued.) So, any recommendations on purging cards that are not currently being used?

Is there any reason not to delete the data? We have hard copy of their authorization form or remittance slip that is kept for the 7 years (last 4 digits only). Just want to be sure I'm not missing something or causing other issues if I delete the info.

Thanks

Karl Schutte · June 2015

If the card is expired it cannot be used again so there would be no harm in deleting it.

JoAnn Strommen · June 2015

Perhaps I wasn't clear enough. "records that have multiple unexpired cards" I'm not talking about expired cards. As I mentioned those are removed as part of my data management actiivites. I do understand the difference.

Denise M Werner · June 2015

Donors often change which card they use to make a gift. I do not delete the last used card when given a new one. They may use that card in the future before it expires. I have been unsuccessful with changing the expiration date of a previously used cc...so those I delete all others remain. I'm a database and research shop of one. There is not time to remove expired cards. Nor time to re enter a cc that is used again if I had chosen to remove it when they used a different card. I do make a note in the far right column of the cc record on bio tab 2 "1st use mm/yy". This proves helpful when choosing the cc in gift batch, at least for me.

JoAnn Strommen · June 2015

Denise, pretty much 'shop of one' here also so can relate. You mentioned you hadn't been successful at changing expiration date. I have had that work for me. It seems to require not just changing on bio 2 tab but also on the pledge/recurring gift record for payment method - credit card selected selected.

I also use that reference field (far right) to record which fund card is being used.

Managing credit card data on Bio 2 tab

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