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Manage Members at Year End

Remove Unneeded Records

At the end of the year, you can delete any records you don't need for future reference. There are a few things you need to do to remove unneeded records.

Back up your data

  1. On the File menu in your PDS program, click Backup / Restore / Archive > Backup Data.
  2. Click Backup Data.
  3. Enter a reason for the backup, such as "Backup before removing records".
  4. Select a backup method, and enter or select any relevant information.
  5. Click Start Backup.
  6. After your data is backed up, you can print the backup information for your reference.

Understand your options for removing records

Using the processes below, you have the option to keep the information in your database but hide it from your program. That way, if you need a record later, you don't have to re-enter it. Alternatively, if you want to display records in your program but exclude them from reports, you can inactivate the families or members instead.

Remove unneeded family records

You can view a list of family records that aren't used, then delete them from your database.
Note: Records are considered "not in use" if you deleted them from the program but selected to keep the data without showing it.
  1. On the Information tab, click Families > Processes > Remove Families.
  2. Select Remove all family records not in use by any program.
    • If you share data with other PDS programs, select whether to keep or delete the removed records in the other programs.
    • Otherwise, select whether to keep (but hide) records or delete them from your database.
  3. Click Next.
  4. Deleted families display in the list. By default, all records are selected. Clear the checkbox for any families you don't want to remove.
  5. When you're ready to delete the selected records, click Next.
  6. Select whether to print a list of the removed families.
  7. Click Finish to delete the records.

Remove Families process showing list of families to remove

Remove specific family records

You can also select a group of specific family records to delete.

  1. On the Information tab, click Families > Processes > Remove Families.
  2. Select Use the Automatic Updating method to select a group of families.
    • If you share data with other PDS programs, select whether to keep or delete the removed records in the other programs.
    • Otherwise, select whether to keep (but hide) records or delete them from your database.
  3. Click Next.
  4. Select to remove all families or those who fit the conditions you add to filter the list.
    Note: For help with conditions, see the Additional Selections section in the topic, Report Selections.
  5. Select to include only active, only inactive, or all families in the process.
  6. Click Next.
  7. Review the list of families to delete. Clear the checkbox for any records you want to keep. To add another family, click Add Family to List.
  8. When you're ready to delete the selected records, click Next.
  9. Select whether to print a list of the removed families.
  10. Click Finish to delete the records.

Remove unneeded member records

You can select a group of specific member records to delete.

  1. On the Information tab, click Members > Processes > Quick Delete.
  2. Select Use the Automatic Updating method to select a group of members.
    • If you share data with other PDS programs, select whether to keep or delete the removed records in the other programs.
    • Otherwise, select whether to keep (but hide) records or delete them from your database.
  3. Click Next.
  4. Select to remove all members or only those who fit the conditions you add to filter the list.
    Note: For help with conditions, see the Additional Selections section in the topic, Report Selections.
  5. Select to include only active, only inactive, or all members in the process.
  6. Click Next.
  7. Review the list of members to delete. Clear the checkbox for any records you want to keep. To add another member, click Add Member to List.
  8. When you're ready to delete the selected records, click Next.
  9. Select whether to print a list of the removed members.
  10. Click Finish to delete the records.

Quick Delete process showing list of members to remove

Remove families based on giving

You can delete or inactivate the records of families who haven't given or pledged in a specified period of time.

  1. On the Information tab, click Families > Processes > Delete/Inactivate Based on Giving.
  2. Select whether you want to delete or mark records inactive.
  3. If you chose to delete records, select what to do with the information.
    • If you share data with other PDS programs, select whether to keep or delete the removed records in the other programs.
    • Otherwise, select whether to keep (but hide) records or delete them from your database.
  4. Enter the date range to check, then click Next.
  5. Select to delete/inactivate all families or only those who fit the conditions you add to filter the list.
    Note: For help with conditions, see the Additional Selections section in the topic, Report Selections.
  6. Select to include only active, only inactive, or all families in the process.
  7. Click Next.
  8. Review the list of families. When you're ready to delete or inactivate the selected records, click Next.
  9. Select whether to print a list of the removed families.
  10. Click Finish to delete or inactivate the records.
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Last updated: November 4, 2024