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Most of my clients that have an affiliated arts program have their own database for their own purposes. Most advancement CRMs simply do not have the mechanics to handle the non-advancement types of activities including ticketing. This is also true with Athletics That's just fine. AS LONG AS WE EXCHANGE DATA! By way of institutional policy, all must agree that the Advancement CRM is the database of record for all donors and alumni. Other departments must use our data by way of an import/export protocol. They must store our entity ID on their database and I must store theirs on mine. This facilitates common record data exchanges and biographic updates. John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Mon, Feb 18, 2019 at 11:28 AM Paula Eyerman <pdeyerma@owu.edu> wrote: > As I am sure many of you encounter we have departments across campus that > use shadow databases. We reiterate that our department is the owner of the > alumni data and we will pull information when requested. However we have > come across the theater department which not only has the alumni data they > have other patrons who they mail to. We don't see the need to enter all > their patron records into our database as we are trying to clean ours up. > We have explained that we can pull the list of alumni from our database for > their mailings however they are frustrated because they have the set of > patrons and they would need to still keep two lists. I am trying to figure > out the best solution to propose for them. Any and all suggestions are > welcome - thanks >

As I am sure many of you encounter we have departments across campus that use shadow databases. We reiterate that our department is the owner of the alumni data and we will pull information when requested. However we have come across the theater department which not only has the alumni data they have other patrons who they mail to. We don't see the need to enter all their patron records into our database as we are trying to clean ours up. We have explained that we can pull the list of alumni from our database for their mailings however they are frustrated because they have the set of patrons and they would need to still keep two lists. I am trying to figure out the best solution to propose for them. Any and all suggestions are welcome - thanks

Then I would reconsider adding their patrons to your database and granting them update access to make changes to those records only. Depending on your advancement CRM you could create a new entity type (other than "friend") for these and build security protocol preventing them from touching any record other than those. The "carrot" you could use is a promise of including their records in your standard NCOA updates to ensure that they have the cleanest data possible. An institutional policy preventing any mailings that include alumni and/or donors if not pulled from your system would then pretty much close the door. John John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Mon, Feb 18, 2019 at 3:44 PM Paula Eyerman <pdeyerma@owu.edu> wrote: > Good advice but they don't have a database - it's just excel > lists.....trying to make it the least amount of work for them. > > ------------------------------ > > *Paula D Eyerman* > *Assoc. Director, Advancement Operations* > > *Phone:* 740-368-3318 > *Fax:* 740-368-3328 > Ohio Wesleyan University > 61 S. Sandusky St. > Delaware, OH 43015 > owu.edu/campaign <https://www.owu.edu/campaign> > [image: Ohio Wesleyan University Advancement] > > [image: Facebook] <https://www.facebook.com/OhioWesleyanAlumni> [image: > Twitter] <https://twitter.com/OWUAlumni> [image: Instagram] > <http://instagram.com/owualumni> [image: LinkedIn] > <https://www.linkedin.com/groups?home=&gid=97786&trk=anet_ug_hm> [image: > OWU Alumni Network] <https://owu.edu/alumninetwork> > > ------------------------------ > > > On Mon, Feb 18, 2019 at 2:35 PM John Taylor < > johntaylorconsulting@gmail.com> wrote: > >> Most of my clients that have an affiliated arts program have their own >> database for their own purposes. Most advancement CRMs simply do not have >> the mechanics to handle the non-advancement types of activities including >> ticketing. This is also true with Athletics That's just fine. AS LONG AS >> WE EXCHANGE DATA! >> >> By way of institutional policy, all must agree that the Advancement CRM >> is the database of record for all donors and alumni. Other departments >> must use our data by way of an import/export protocol. They must store >> our entity ID on their database and I must store theirs on mine. This >> facilitates common record data exchanges and biographic updates. >> >> John >> >> John H. Taylor >> Principal, John H. Taylor Consulting >> 2604 Sevier St. >> Durham, NC 27705 >> johntaylorconsulting@gmail.com >> 919.816.5903 (cell/text) >> >> Serving the Advancement Community Since 1987 >> >> >> On Mon, Feb 18, 2019 at 11:28 AM Paula Eyerman <pdeyerma@owu.edu> wrote: >> >>> As I am sure many of you encounter we have departments across campus >>> that use shadow databases. We reiterate that our department is the owner >>> of the alumni data and we will pull information when requested. However we >>> have come across the theater department which not only has the alumni data >>> they have other patrons who they mail to. We don't see the need to enter >>> all their patron records into our database as we are trying to clean ours >>> up. We have explained that we can pull the list of alumni from our >>> database for their mailings however they are frustrated because they have >>> the set of patrons and they would need to still keep two lists. I am >>> trying to figure out the best solution to propose for them. Any and all >>> suggestions are welcome - thanks >>> >>

Good advice but they don't have a database - it's just excel lists.....trying to make it the least amount of work for them. ------------------------------ *Paula D Eyerman* *Assoc. Director, Advancement Operations* *Phone:* 740-368-3318 *Fax:* 740-368-3328 Ohio Wesleyan University 61 S. Sandusky St. Delaware, OH 43015 owu.edu/campaign <https://www.owu.edu/campaign> [image: Ohio Wesleyan University Advancement] [image: Facebook] <https://www.facebook.com/OhioWesleyanAlumni> [image: Twitter] <https://twitter.com/OWUAlumni> [image: Instagram] <http://instagram.com/owualumni> [image: LinkedIn] <https://www.linkedin.com/groups?home=&gid=97786&trk=anet_ug_hm> [image: OWU Alumni Network] <https://owu.edu/alumninetwork> ------------------------------ On Mon, Feb 18, 2019 at 2:35 PM John Taylor <johntaylorconsulting@gmail.com> wrote: > Most of my clients that have an affiliated arts program have their own > database for their own purposes. Most advancement CRMs simply do not have > the mechanics to handle the non-advancement types of activities including > ticketing. This is also true with Athletics That's just fine. AS LONG AS > WE EXCHANGE DATA! > > By way of institutional policy, all must agree that the Advancement CRM is > the database of record for all donors and alumni. Other departments must > use our data by way of an import/export protocol. They must store > our entity ID on their database and I must store theirs on mine. This > facilitates common record data exchanges and biographic updates. > > John > > John H. Taylor > Principal, John H. Taylor Consulting > 2604 Sevier St. > Durham, NC 27705 > johntaylorconsulting@gmail.com > 919.816.5903 (cell/text) > > Serving the Advancement Community Since 1987 > > > On Mon, Feb 18, 2019 at 11:28 AM Paula Eyerman <pdeyerma@owu.edu> wrote: > >> As I am sure many of you encounter we have departments across campus that >> use shadow databases. We reiterate that our department is the owner of the >> alumni data and we will pull information when requested. However we have >> come across the theater department which not only has the alumni data they >> have other patrons who they mail to. We don't see the need to enter all >> their patron records into our database as we are trying to clean ours up. >> We have explained that we can pull the list of alumni from our database for >> their mailings however they are frustrated because they have the set of >> patrons and they would need to still keep two lists. I am trying to figure >> out the best solution to propose for them. Any and all suggestions are >> welcome - thanks >> >

Another option might be to help the theater department acquire and set up a database that will allow them to track their patrons and distinguish them from alumni. Would they see that as a win-win, or just as extra work? Robert _____________________________________________________________________________ Robert L. Weiner Consulting 415/643-8955 <mailto:robert@rlweiner.com> robert@rlweiner.com <http://www.rlweiner.com/> www.rlweiner.com Twitter: @robert_weiner FundSvcs … a service of <http://www.advserv.org/> AASP. fund-logo Strategic Technology Advisors to Nonprofit and Educational Institutions From: Advancement Services Discussion List [mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG] On Behalf Of Forrest, Aaron Sent: Tuesday, February 19, 2019 5:41 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Shadow Database Perhaps you could tag the alums they are interested in with a mailing list flag and also ask them to tag the alumns in their spreadsheet. Every time they need a mailing, they could purge their alums, append your mailing list to their friends, and voila do the merge. In that way, you don’t junk up your database with their data, but they always get the most up-to-date addresses and contact info for the alums you manage. Aaron Aaron Forrest CPA Senior Director Gift and Donor Services University of Rochester Office of Advancement Larry and Cindy Bloch Alumni and Advancement Center 300 East River Road Rochester NY 14627 Office 585.275.2799 / Fax 585-273-4558 Email aaron.forrest@rochester.edu <http://www.rochester.edu/> Description: Description: Description: cid:image001.gif@01C92E92.3629C5E0 P Please consider the environment before printing this email. Confidentiality Notice: This message, including attachments may contain confidential information. Any unauthorized use, disclosure or distribution is prohibited. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of John Taylor Sent: Monday, February 18, 2019 7:07 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Shadow Database Then I would reconsider adding their patrons to your database and granting them update access to make changes to those records only. Depending on your advancement CRM you could create a new entity type (other than "friend") for these and build security protocol preventing them from touching any record other than those. The "carrot" you could use is a promise of including their records in your standard NCOA updates to ensure that they have the cleanest data possible. An institutional policy preventing any mailings that include alumni and/or donors if not pulled from your system would then pretty much close the door. John John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Mon, Feb 18, 2019 at 3:44 PM Paula Eyerman <pdeyerma@owu.edu> wrote: Good advice but they don't have a database - it's just excel lists.....trying to make it the least amount of work for them. _____ Paula D Eyerman Assoc. Director, Advancement Operations Phone: 740-368-3318 Fax: 740-368-3328 Ohio Wesleyan University 61 S. Sandusky St. Delaware, OH 43015 owu.edu/campaign <https://urldefense.proofpoint.com/v2/url?u=https-3A__www.owu.edu_campaign&d=DwMFaQ&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=MraOYpMOnCsIdm9axhPA4iXJhhPExcCA4gBqoRhHvTU&m=C7KkdpS5yNOAbWPXulIZPbxLAsZ8-QAy_eabbUQCXqE&s=KsbCQCQRX1dBTUEID-6uFsOnaoZFu8fn7m4zmkwHb0s&e=> Ohio Wesleyan University Advancement <https://www.owu.edu/ex/emailImages/ConnectTodayCreateTomorrowCampaignLogo.png> <https://urldefense.proofpoint.com/v2/url?u=https-3A__www.facebook.com_OhioWesleyanAlumni&d=DwMFaQ&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=MraOYpMOnCsIdm9axhPA4iXJhhPExcCA4gBqoRhHvTU&m=C7KkdpS5yNOAbWPXulIZPbxLAsZ8-QAy_eabbUQCXqE&s=OzYZR2mO03Wo_v28KlVCEQxfh3DJYetNP2eQKErF4UQ&e=> Facebook <https://urldefense.proofpoint.com/v2/url?u=https-3A__twitter.com_OWUAlumni&d=DwMFaQ&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=MraOYpMOnCsIdm9axhPA4iXJhhPExcCA4gBqoRhHvTU&m=C7KkdpS5yNOAbWPXulIZPbxLAsZ8-QAy_eabbUQCXqE&s=URLNkbJ_yBr2czbNhXSoQH-mi6wWbMrlbOEMCMibhwc&e=> Twitter <https://urldefense.proofpoint.com/v2/url?u=http-3A__instagram.com_owualumni&d=DwMFaQ&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=MraOYpMOnCsIdm9axhPA4iXJhhPExcCA4gBqoRhHvTU&m=C7KkdpS5yNOAbWPXulIZPbxLAsZ8-QAy_eabbUQCXqE&s=ZHbrvlvzWvXeWht2iRtcZVUBRvXW9R_noD3pNA_70BY&e=> Instagram <https://urldefense.proofpoint.com/v2/url?u=https-3A__www.linkedin.com_groups-3Fhome-3D-26gid-3D97786-26trk-3Danet-5Fug-5Fhm&d=DwMFaQ&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=MraOYpMOnCsIdm9axhPA4iXJhhPExcCA4gBqoRhHvTU&m=C7KkdpS5yNOAbWPXulIZPbxLAsZ8-QAy_eabbUQCXqE&s=vNZJEY2xvJr0JDX8uX8JpstSd22exfIhBP89SKvmwbQ&e=> LinkedIn <https://urldefense.proofpoint.com/v2/url?u=https-3A__owu.edu_alumninetwork&d=DwMFaQ&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=MraOYpMOnCsIdm9axhPA4iXJhhPExcCA4gBqoRhHvTU&m=C7KkdpS5yNOAbWPXulIZPbxLAsZ8-QAy_eabbUQCXqE&s=5ZzrBhK3WBN8gwdr30a8STnK2DnvNdhUBLr8Sc_vpGY&e=> OWU Alumni Network _____ On Mon, Feb 18, 2019 at 2:35 PM John Taylor <johntaylorconsulting@gmail.com> wrote: Most of my clients that have an affiliated arts program have their own database for their own purposes. Most advancement CRMs simply do not have the mechanics to handle the non-advancement types of activities including ticketing. This is also true with Athletics That's just fine. AS LONG AS WE EXCHANGE DATA! By way of institutional policy, all must agree that the Advancement CRM is the database of record for all donors and alumni. Other departments must use our data by way of an import/export protocol. They must store our entity ID on their database and I must store theirs on mine. This facilitates common record data exchanges and biographic updates. John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Mon, Feb 18, 2019 at 11:28 AM Paula Eyerman <pdeyerma@owu.edu> wrote: As I am sure many of you encounter we have departments across campus that use shadow databases. We reiterate that our department is the owner of the alumni data and we will pull information when requested. However we have come across the theater department which not only has the alumni data they have other patrons who they mail to. We don't see the need to enter all their patron records into our database as we are trying to clean ours up. We have explained that we can pull the list of alumni from our database for their mailings however they are frustrated because they have the set of patrons and they would need to still keep two lists. I am trying to figure out the best solution to propose for them. Any and all suggestions are welcome - thanks

Perhaps you could tag the alums they are interested in with a mailing list flag and also ask them to tag the alumns in their spreadsheet. Every time they need a mailing, they could purge their alums, append your mailing list to their friends, and voila do the merge. In that way, you don’t junk up your database with their data, but they always get the most up-to-date addresses and contact info for the alums you manage. Aaron Aaron Forrest CPA Senior Director Gift and Donor Services University of Rochester Office of Advancement Larry and Cindy Bloch Alumni and Advancement Center 300 East River Road Rochester NY 14627 Office 585.275.2799 / Fax 585-273-4558 Email aaron.forrest@rochester.edu [Description: Description: Description: cid:image001.gif@01C92E92.3629C5E0] <http://www.rochester.edu/> P Please consider the environment before printing this email. Confidentiality Notice: This message, including attachments may contain confidential information. Any unauthorized use, disclosure or distribution is prohibited. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of John Taylor Sent: Monday, February 18, 2019 7:07 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Shadow Database Then I would reconsider adding their patrons to your database and granting them update access to make changes to those records only. Depending on your advancement CRM you could create a new entity type (other than "friend") for these and build security protocol preventing them from touching any record other than those. The "carrot" you could use is a promise of including their records in your standard NCOA updates to ensure that they have the cleanest data possible. An institutional policy preventing any mailings that include alumni and/or donors if not pulled from your system would then pretty much close the door. John John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Mon, Feb 18, 2019 at 3:44 PM Paula Eyerman <pdeyerma@owu.edu<mailto:pdeyerma@owu.edu>> wrote: Good advice but they don't have a database - it's just excel lists.....trying to make it the least amount of work for them. ________________________________ Paula D Eyerman Assoc. Director, Advancement Operations Phone: 740-368-3318 Fax: 740-368-3328 Ohio Wesleyan University 61 S. Sandusky St. Delaware, OH 43015 owu.edu/campaign<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.owu.edu_campaign&d=DwMFaQ&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=MraOYpMOnCsIdm9axhPA4iXJhhPExcCA4gBqoRhHvTU&m=C7KkdpS5yNOAbWPXulIZPbxLAsZ8-QAy_eabbUQCXqE&s=KsbCQCQRX1dBTUEID-6uFsOnaoZFu8fn7m4zmkwHb0s&e=> [Ohio Wesleyan University Advancement] [Facebook]<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.facebook.com_OhioWesleyanAlumni&d=DwMFaQ&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=MraOYpMOnCsIdm9axhPA4iXJhhPExcCA4gBqoRhHvTU&m=C7KkdpS5yNOAbWPXulIZPbxLAsZ8-QAy_eabbUQCXqE&s=OzYZR2mO03Wo_v28KlVCEQxfh3DJYetNP2eQKErF4UQ&e=> [Twitter]<https://urldefense.proofpoint.com/v2/url?u=https-3A__twitter.com_OWUAlumni&d=DwMFaQ&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=MraOYpMOnCsIdm9axhPA4iXJhhPExcCA4gBqoRhHvTU&m=C7KkdpS5yNOAbWPXulIZPbxLAsZ8-QAy_eabbUQCXqE&s=URLNkbJ_yBr2czbNhXSoQH-mi6wWbMrlbOEMCMibhwc&e=> [Instagram]<https://urldefense.proofpoint.com/v2/url?u=http-3A__instagram.com_owualumni&d=DwMFaQ&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=MraOYpMOnCsIdm9axhPA4iXJhhPExcCA4gBqoRhHvTU&m=C7KkdpS5yNOAbWPXulIZPbxLAsZ8-QAy_eabbUQCXqE&s=ZHbrvlvzWvXeWht2iRtcZVUBRvXW9R_noD3pNA_70BY&e=> [LinkedIn]<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.linkedin.com_groups-3Fhome-3D-26gid-3D97786-26trk-3Danet-5Fug-5Fhm&d=DwMFaQ&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=MraOYpMOnCsIdm9axhPA4iXJhhPExcCA4gBqoRhHvTU&m=C7KkdpS5yNOAbWPXulIZPbxLAsZ8-QAy_eabbUQCXqE&s=vNZJEY2xvJr0JDX8uX8JpstSd22exfIhBP89SKvmwbQ&e=> [OWU Alumni Network]<https://urldefense.proofpoint.com/v2/url?u=https-3A__owu.edu_alumninetwork&d=DwMFaQ&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=MraOYpMOnCsIdm9axhPA4iXJhhPExcCA4gBqoRhHvTU&m=C7KkdpS5yNOAbWPXulIZPbxLAsZ8-QAy_eabbUQCXqE&s=5ZzrBhK3WBN8gwdr30a8STnK2DnvNdhUBLr8Sc_vpGY&e=> ________________________________ On Mon, Feb 18, 2019 at 2:35 PM John Taylor <johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com>> wrote: Most of my clients that have an affiliated arts program have their own database for their own purposes. Most advancement CRMs simply do not have the mechanics to handle the non-advancement types of activities including ticketing. This is also true with Athletics That's just fine. AS LONG AS WE EXCHANGE DATA! By way of institutional policy, all must agree that the Advancement CRM is the database of record for all donors and alumni. Other departments must use our data by way of an import/export protocol. They must store our entity ID on their database and I must store theirs on mine. This facilitates common record data exchanges and biographic updates. John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Mon, Feb 18, 2019 at 11:28 AM Paula Eyerman <pdeyerma@owu.edu<mailto:pdeyerma@owu.edu>> wrote: As I am sure many of you encounter we have departments across campus that use shadow databases. We reiterate that our department is the owner of the alumni data and we will pull information when requested. However we have come across the theater department which not only has the alumni data they have other patrons who they mail to. We don't see the need to enter all their patron records into our database as we are trying to clean ours up. We have explained that we can pull the list of alumni from our database for their mailings however they are frustrated because they have the set of patrons and they would need to still keep two lists. I am trying to figure out the best solution to propose for them. Any and all suggestions are welcome - thanks