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  • 1.  Insight on Estate Records

    Posted 05-19-2022 01:14 PM

    Hello everyone!

    We are currently working on transferring over our historical gift data into our new system (SLATE) and we notice we have "person" records for estates. 

    I think the logic behind this, was that our previous database held estate records as person records with a constituency type of Estate/Trust and since we technically got the gift from the estate it made sense to create a "person" record with the gifts tied to the estate rather than the alum/individual who passed.

     

    The way Slate is set up, there are two datasets. We have Person Records and Foundation/Company Records but our Slate Rep thinks it's possible to create a custom dataset specifically for Estates/Trusts which makes the most sense. 

     

    Can anyone provide insight on how estate records should be identified in a database appropriately? What is best practice?  

     

    Anything would be helpful! Thanks!

     

    Best,

    Gizel



    ------------------------------
    Gizel Avina
    Assoc. Director of Alumni Relations & Development
    Claremont Graduate University
    gizel.avina@cgu.edu
    ------------------------------


  • 2.  RE: Insight on Estate Records

    Posted 05-19-2022 01:18 PM
    I tend to not create separate "estate" records - unless the death results in the creation of a trust that will pay out over a number of years.

    My preference is to just change the individual record to "deceased" and add an alias name of Estate of."  After all, the bequest was made by the individual and the "estate" is honoring that commitment.

    This also makes it easier to find all of one donors gifts in one place.

    John

    John H. Taylor
    Principal
    John H. Taylor Consulting, LLC
    2604 Sevier St.
    Durham, NC   27705
    919.816.5903 (cell/text)

    Serving the Advancement Community Since 1987




    Original Message


  • 3.  RE: Insight on Estate Records

    Posted 05-19-2022 01:37 PM
    Thanks John! That makes total sense. 


    ------------------------------
    Gizel Avina
    Assoc. Director of Alumni Relations & Development
    Claremont Graduate University
    gizel.avina@cgu.edu
    ------------------------------

    Original Message


  • 4.  RE: Insight on Estate Records

    Posted 05-19-2022 01:23 PM
    If an alum makes a  planned gift we record that on their personal record. When that person dies and we get the funds we record the bequest realized from the estate on that same person record. We add an alternate name to that record called "Estate of John Doe". If we received a bequest intention as a surprise by someone we didn't have a person record for we would create a person record under the name of the deceased individual and then add an alternate name of "Estate of John Doe". Unless by mistake, Estate records have been "person" records for the universities I've worked for. This allows better giving histories.

    Rob Saunders
    Retired Advancement Operations Professional
     - UNC Greensboro 
     - Illinois Institute of Technology
     - NC A&T
     - Oakland University 



    Original Message


  • 5.  RE: Insight on Estate Records

    Posted 05-19-2022 01:39 PM
    This makes the most sense. Our historical databases had estate records as "person" records so having that option of an alternate name would allow us to better identify giving histories. I will look into Slate to see if that is an option.

    ------------------------------
    Gizel Avina
    Assoc. Director of Alumni Relations & Development
    Claremont Graduate University
    gizel.avina@cgu.edu
    ------------------------------

    Original Message


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