FundSvcs Community

As John mentioned, this decision should be based on whether you see any use for that old data. If you do, even occasionally, then it needs to stay, although not necessarily in RE itself. Purely from the perspective of data related best practices, one should never delete data, because one never knows when and how it might be needed. Many organizations in this scenario use a Data Warehouse for similar purposes, which may be useful but only occasionally. A Warehouse stores all the information that is not urgently needed but is still considered useful.I am not necessarily recommending it, because I do not know your full situation. However, this is an option to look into. Hope this helps! *Medha Nanal* *Strategic Data & CRM Consulting for Nonprofit Organizations* (Fundraising, Programs, Operations, Communications) 650-600-9374 www.topcloudconsult.com ---------------------------------------------------------------------------------------- On Wed, May 29, 2019 at 6:14 AM John Taylor <johntaylorconsulting@gmail.com> wrote: > Nate, I think the question to ask is how do you use those old gift > batches? Have they been useful in any exercise? I personally have not > consulted for any RE client that needed to ever go back more than 3 years - > and that was in support of a conversion. > > I suggest that you look back and see how far you have needed these before > and use that as a marker. > > John > > John Taylor > 919.816.5903 > johntaylorconsulting@gmail.com > > Big ideas; small keyboard > > On May 29, 2019, at 9:03 AM, Nathan.Laning <Nathan.Laning@trnty.edu> > wrote: > > I’m interested in learning from other Raiser’s Edge users about their > policies regarding deleting old gift batches. Our system has some batches > dating back 20 years. If the gifts are already committed, is there a need > to keep the batch that was used to add the gifts to RE? > > > > Does your organization have a regular schedule for deleting old batches, > or perhaps rules regarding how many years of batches you keep? > > > > Thank you, > > > > <image011.jpg> <http://www.trnty.edu/> > > *Nate Laning* > > Director of Advancement Services | Trinity Christian College > > 6601 West College Drive | Palos Heights, Illinois 60463 > > <image012.png> <https://www.facebook.com/trinitychristiancollege> > <image013.png> <https://twitter.com/trinitytroll><image014.png> > <https://www.instagram.com/trinitytrolls/><image015.png> > <https://www.linkedin.com/company/trinity-christian-college> > > 708.239.4822 | nathan.laning@trnty.edu > > > > > >

Nate, I think the question to ask is how do you use those old gift batches? Have they been useful in any exercise? I personally have not consulted for any RE client that needed to ever go back more than 3 years - and that was in support of a conversion. I suggest that you look back and see how far you have needed these before and use that as a marker. John John Taylor 919.816.5903 johntaylorconsulting@gmail.com Big ideas; small keyboard > On May 29, 2019, at 9:03 AM, Nathan.Laning <Nathan.Laning@trnty.edu> wrote: > > I’m interested in learning from other Raiser’s Edge users about their policies regarding deleting old gift batches. Our system has some batches dating back 20 years. If the gifts are already committed, is there a need to keep the batch that was used to add the gifts to RE? > > Does your organization have a regular schedule for deleting old batches, or perhaps rules regarding how many years of batches you keep? > > Thank you, > > <image011.jpg> > Nate Laning > Director of Advancement Services | Trinity Christian College > 6601 West College Drive | Palos Heights, Illinois 60463 > <image012.png><image013.png><image014.png><image015.png> > 708.239.4822 | nathan.laning@trnty.edu > >

I'm interested in learning from other Raiser's Edge users about their policies regarding deleting old gift batches. Our system has some batches dating back 20 years. If the gifts are already committed, is there a need to keep the batch that was used to add the gifts to RE? Does your organization have a regular schedule for deleting old batches, or perhaps rules regarding how many years of batches you keep? Thank you, [cid:image011.jpg@01D515F4.FA832580]<http://www.trnty.edu/> Nate Laning Director of Advancement Services | Trinity Christian College 6601 West College Drive | Palos Heights, Illinois 60463 [cid:image012.png@01D515F4.FA832580]<https://www.facebook.com/trinitychristiancollege>[cid:image013.png@01D515F4.FA832580]<https://twitter.com/trinitytroll>[cid:image014.png@01D515F4.FA832580]<https://www.instagram.com/trinitytrolls/>[cid:image015.png@01D515F4.FA832580]<https://www.linkedin.com/company/trinity-christian-college> 708.239.4822 | nathan.laning@trnty.edu

We don't keep any batches. I do each day's batch over top of the previous one. The subsequent documents (Cash Receipts Journals, receipts, etc.) provide all the info we need. Karen L. Wilmoth '83 Director of Development Halliehurst, 2nd Floor 100 Campus Drive Elkins, WV 26241 (304) 637-1374 www.dewv.edu<http://www.dewv.edu/> [D&E_linear_logo_rgb] Our mission: To prepare and inspire students for success and for thoughtful engagement in the world. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Nathan.Laning Sent: Wednesday, May 29, 2019 9:03 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: [FUNDSVCS] Deleting Old Gift Batches I'm interested in learning from other Raiser's Edge users about their policies regarding deleting old gift batches. Our system has some batches dating back 20 years. If the gifts are already committed, is there a need to keep the batch that was used to add the gifts to RE? Does your organization have a regular schedule for deleting old batches, or perhaps rules regarding how many years of batches you keep? Thank you, [cid:image002.jpg@01D515FD.D3A67B70]<http://www.trnty.edu/> Nate Laning Director of Advancement Services | Trinity Christian College 6601 West College Drive | Palos Heights, Illinois 60463 [cid:image003.png@01D515FD.D3A67B70]<https://www.facebook.com/trinitychristiancollege>[cid:image004.png@01D515FD.D3A67B70]<https://twitter.com/trinitytroll>[cid:image005.png@01D515FD.D3A67B70]<https://www.instagram.com/trinitytrolls/>[cid:image006.png@01D515FD.D3A67B70]<https://www.linkedin.com/company/trinity-christian-college> 708.239.4822 | nathan.laning@trnty.edu<mailto:nathan.laning@trnty.edu>

Our policy has been to maintain batches for 3 fiscal years. Our Finance office believes the auditors may want to see them. Tracy From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Medha Nanal Sent: Wednesday, May 29, 2019 11:33 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Deleting Old Gift Batches WARNING: This email originated from outside of Johnson & Wales University. Do not click links or open attachments unless you recognize the sender & are expecting the message. As John mentioned, this decision should be based on whether you see any use for that old data. If you do, even occasionally, then it needs to stay, although not necessarily in RE itself. Purely from the perspective of data related best practices, one should never delete data, because one never knows when and how it might be needed. Many organizations in this scenario use a Data Warehouse for similar purposes, which may be useful but only occasionally. A Warehouse stores all the information that is not urgently needed but is still considered useful.I am not necessarily recommending it, because I do not know your full situation. However, this is an option to look into. Hope this helps! Medha Nanal Strategic Data & CRM Consulting for Nonprofit Organizations (Fundraising, Programs, Operations, Communications) 650-600-9374 www.topcloudconsult.com<https://clicktime.symantec.com/3NxCpfWLh3MzdyHKMPxyqA67Vc?u=http%3A%2F%2Fwww.topcloudconsult.com%2F> ---------------------------------------------------------------------------------------- On Wed, May 29, 2019 at 6:14 AM John Taylor <johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com>> wrote: Nate, I think the question to ask is how do you use those old gift batches? Have they been useful in any exercise? I personally have not consulted for any RE client that needed to ever go back more than 3 years - and that was in support of a conversion. I suggest that you look back and see how far you have needed these before and use that as a marker. John John Taylor 919.816.5903 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> Big ideas; small keyboard On May 29, 2019, at 9:03 AM, Nathan.Laning <Nathan.Laning@trnty.edu<mailto:Nathan.Laning@trnty.edu>> wrote: I’m interested in learning from other Raiser’s Edge users about their policies regarding deleting old gift batches. Our system has some batches dating back 20 years. If the gifts are already committed, is there a need to keep the batch that was used to add the gifts to RE? Does your organization have a regular schedule for deleting old batches, or perhaps rules regarding how many years of batches you keep? Thank you, <image011.jpg><https://clicktime.symantec.com/3L1rMACzaR4ypPkmnzbeKBM7Vc?u=http%3A%2F%2Fwww.trnty.edu%2F> Nate Laning Director of Advancement Services | Trinity Christian College 6601 West College Drive | Palos Heights, Illinois 60463 <image012.png><https://clicktime.symantec.com/3XaWX6WnbFfXYf5pQm6jyMd7Vc?u=https%3A%2F%2Fwww.facebook.com%2Ftrinitychristiancollege><image013.png><https://clicktime.symantec.com/32psugjvtCmUMSwWhxfsbHg7Vc?u=https%3A%2F%2Ftwitter.com%2Ftrinitytroll><image014.png><https://clicktime.symantec.com/3Cfey3FfdvZkRJX2gwpFnSV7Vc?u=https%3A%2F%2Fwww.instagram.com%2Ftrinitytrolls%2F><image015.png><https://clicktime.symantec.com/36Eb8HYcpSD1Zbiet8m9z1J7Vc?u=https%3A%2F%2Fwww.linkedin.com%2Fcompany%2Ftrinity-christian-college> 708.239.4822 | nathan.laning@trnty.edu<mailto:nathan.laning@trnty.edu>

We use RE and delete batches after 6 months, mainly just because we get lazy and don’t delete them sooner. You can’t do anything within the old batch itself once it’s been committed; if you think you’re going to need to know something you could start printing a batch report with each batch you commit but you can pull all of your data in a particular batch through a gift query. Heidi Howard, bCRE-Pro, bCRP Annual Giving/Database Administrator Samaritan Foundations P: 541.768.5547 C: 503.580.0670 From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Tracy Forkin Sent: Wednesday, May 29, 2019 12:26 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Deleting Old Gift Batches WARNING: This email originated from outside of SHS. DO NOT CLICK ANY LINKS OR OPEN ATTACHMENTS unless you recognize the sender and know the contents are safe. Our policy has been to maintain batches for 3 fiscal years. Our Finance office believes the auditors may want to see them. Tracy From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf Of Medha Nanal Sent: Wednesday, May 29, 2019 11:33 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: Re: [FUNDSVCS] Deleting Old Gift Batches WARNING: This email originated from outside of Johnson & Wales University. Do not click links or open attachments unless you recognize the sender & are expecting the message. As John mentioned, this decision should be based on whether you see any use for that old data. If you do, even occasionally, then it needs to stay, although not necessarily in RE itself. Purely from the perspective of data related best practices, one should never delete data, because one never knows when and how it might be needed. Many organizations in this scenario use a Data Warehouse for similar purposes, which may be useful but only occasionally. A Warehouse stores all the information that is not urgently needed but is still considered useful.I am not necessarily recommending it, because I do not know your full situation. However, this is an option to look into. Hope this helps! Medha Nanal Strategic Data & CRM Consulting for Nonprofit Organizations (Fundraising, Programs, Operations, Communications) 650-600-9374 www.topcloudconsult.com<https://clicktime.symantec.com/3NxCpfWLh3MzdyHKMPxyqA67Vc?u=http%3A%2F%2Fwww.topcloudconsult.com%2F> ---------------------------------------------------------------------------------------- On Wed, May 29, 2019 at 6:14 AM John Taylor <johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com>> wrote: Nate, I think the question to ask is how do you use those old gift batches? Have they been useful in any exercise? I personally have not consulted for any RE client that needed to ever go back more than 3 years - and that was in support of a conversion. I suggest that you look back and see how far you have needed these before and use that as a marker. John John Taylor 919.816.5903 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> Big ideas; small keyboard On May 29, 2019, at 9:03 AM, Nathan.Laning <Nathan.Laning@trnty.edu<mailto:Nathan.Laning@trnty.edu>> wrote: I’m interested in learning from other Raiser’s Edge users about their policies regarding deleting old gift batches. Our system has some batches dating back 20 years. If the gifts are already committed, is there a need to keep the batch that was used to add the gifts to RE? Does your organization have a regular schedule for deleting old batches, or perhaps rules regarding how many years of batches you keep? Thank you, <image011.jpg><https://clicktime.symantec.com/3L1rMACzaR4ypPkmnzbeKBM7Vc?u=http%3A%2F%2Fwww.trnty.edu%2F> Nate Laning Director of Advancement Services | Trinity Christian College 6601 West College Drive | Palos Heights, Illinois 60463 <image012.png><https://clicktime.symantec.com/3XaWX6WnbFfXYf5pQm6jyMd7Vc?u=https%3A%2F%2Fwww.facebook.com%2Ftrinitychristiancollege><image013.png><https://clicktime.symantec.com/32psugjvtCmUMSwWhxfsbHg7Vc?u=https%3A%2F%2Ftwitter.com%2Ftrinitytroll><image014.png><https://clicktime.symantec.com/3Cfey3FfdvZkRJX2gwpFnSV7Vc?u=https%3A%2F%2Fwww.instagram.com%2Ftrinitytrolls%2F><image015.png><https://clicktime.symantec.com/36Eb8HYcpSD1Zbiet8m9z1J7Vc?u=https%3A%2F%2Fwww.linkedin.com%2Fcompany%2Ftrinity-christian-college> 708.239.4822 | nathan.laning@trnty.edu<mailto:nathan.laning@trnty.edu> Click here<https://mailsecure.samhealth.org:9449/pem/pages/digestProcess/digestProcess.jsf?content=41ae761a454f225b7b4167841ab486ce7443ea919e1c56e19689b6f43ae16a017d3ead764c2f4eaae5b5d1d911f5b462535dba2eaaac10dd3112b5f2dec356e52cda3bb14b633c9809d12f8e2e00aa7182a1dfffbd6536da8978e6ee08093c4e3b900359a661f08399563ce129a50bc49f84a198a7ccbf0c6da597bf975a848fdf0c8076233cafd4c9ddf0bc6493fbd7> to report this email as spam ________________________________ Confidentiality Notice: This e-mail message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. 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Detailed records should be retained for three year from the date you file your original federal returns. Employment tax records for four years from the date of remittance. Auditors could look back particularly during a change in audit firms. Bob Swanson, CPA Controller Bowling Green State University 1851 N. Research Drive Bowling Green, Ohio 43403 rswanso@bgsu.edu<mailto:rswanso@bgsu.edu> w 419.372.8597 From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Tracy Forkin Sent: Wednesday, May 29, 2019 3:26 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: [EXTERNAL] Re: [FUNDSVCS] Deleting Old Gift Batches Our policy has been to maintain batches for 3 fiscal years. Our Finance office believes the auditors may want to see them. Tracy From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf Of Medha Nanal Sent: Wednesday, May 29, 2019 11:33 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: Re: [FUNDSVCS] Deleting Old Gift Batches WARNING: This email originated from outside of Johnson & Wales University. Do not click links or open attachments unless you recognize the sender & are expecting the message. As John mentioned, this decision should be based on whether you see any use for that old data. If you do, even occasionally, then it needs to stay, although not necessarily in RE itself. Purely from the perspective of data related best practices, one should never delete data, because one never knows when and how it might be needed. Many organizations in this scenario use a Data Warehouse for similar purposes, which may be useful but only occasionally. A Warehouse stores all the information that is not urgently needed but is still considered useful.I am not necessarily recommending it, because I do not know your full situation. However, this is an option to look into. Hope this helps! Medha Nanal Strategic Data & CRM Consulting for Nonprofit Organizations (Fundraising, Programs, Operations, Communications) 650-600-9374 www.topcloudconsult.com<https://clicktime.symantec.com/3NxCpfWLh3MzdyHKMPxyqA67Vc?u=http%3A%2F%2Fwww.topcloudconsult.com%2F> ---------------------------------------------------------------------------------------- On Wed, May 29, 2019 at 6:14 AM John Taylor <johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com>> wrote: Nate, I think the question to ask is how do you use those old gift batches? Have they been useful in any exercise? I personally have not consulted for any RE client that needed to ever go back more than 3 years - and that was in support of a conversion. I suggest that you look back and see how far you have needed these before and use that as a marker. John John Taylor 919.816.5903 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> Big ideas; small keyboard On May 29, 2019, at 9:03 AM, Nathan.Laning <Nathan.Laning@trnty.edu<mailto:Nathan.Laning@trnty.edu>> wrote: I’m interested in learning from other Raiser’s Edge users about their policies regarding deleting old gift batches. Our system has some batches dating back 20 years. If the gifts are already committed, is there a need to keep the batch that was used to add the gifts to RE? Does your organization have a regular schedule for deleting old batches, or perhaps rules regarding how many years of batches you keep? Thank you, <image011.jpg><https://clicktime.symantec.com/3L1rMACzaR4ypPkmnzbeKBM7Vc?u=http%3A%2F%2Fwww.trnty.edu%2F> Nate Laning Director of Advancement Services | Trinity Christian College 6601 West College Drive | Palos Heights, Illinois 60463 <image012.png><https://clicktime.symantec.com/3XaWX6WnbFfXYf5pQm6jyMd7Vc?u=https%3A%2F%2Fwww.facebook.com%2Ftrinitychristiancollege><image013.png><https://clicktime.symantec.com/32psugjvtCmUMSwWhxfsbHg7Vc?u=https%3A%2F%2Ftwitter.com%2Ftrinitytroll><image014.png><https://clicktime.symantec.com/3Cfey3FfdvZkRJX2gwpFnSV7Vc?u=https%3A%2F%2Fwww.instagram.com%2Ftrinitytrolls%2F><image015.png><https://clicktime.symantec.com/36Eb8HYcpSD1Zbiet8m9z1J7Vc?u=https%3A%2F%2Fwww.linkedin.com%2Fcompany%2Ftrinity-christian-college> 708.239.4822 | nathan.laning@trnty.edu<mailto:nathan.laning@trnty.edu>