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Church Office User Guide

Check Your Data Health

You can evaluate the health of your PDS data and see if there are any problems that need to be fixed.

  • A data health score of 90% or above is considered Good, and your data is clean.
  • Between 75% and 89% is Fair, meaning your data could use a little work.
  • A score below 75% is Poor, indicating you should consider cleaning up your data.
  1. On the Home Screen, click Show Data Health.
    The program examines your records using the applicable rules, and calculates your data health score as a percentage. Any problems found with your data display in the window.

    Image of the Data Health process showing the percentage based on the program's calculations

  2. Review the information about your data at the top of the window.
    1. If you have high percentages of inactive families or members, you should review those records to see if they're still needed, or consider archiving them.
      Note: Inactive records, which display alongside your active records in red text, are useful if you think the family or member may return at a later date. Archived records, which only display in PDS if you load the Archive view, are useful for historical recordkeeping. Archived records can be added back to the program at any time.
    2. If you have any member records where the Type is set to "Child" but the member is 18 years or older, click Fix Member Types to change the Type to "Adult".
  3. Review any problems with your records on the Results tab.
    • To review these problems later, you can click View Results in Notepad to create a temporary file with all the problems listed, or click Print to save the list.

      Image of the temporary file showing the results of the Data Health check

    • To fix a problem, you can go to the Families to Exclude, Display or Modify tab, locate the family, then click Display/Modify Family/Member Data. The rule shows at the top so you can see what needs to be fixed. Update the data and click Apply Changes, then click Yes to continue.

      Image of the Data Health check showing a family with a problem and when you click the Display/Modify Family/Member Data button, you can edit the data right from this process

  4. There may be times when the results show a family record that you're already aware of, and you don't want to change it. You can mark the record as an exception, and the data health check will ignore it in the calculations. To do this:
    1. Click the Families to Exclude, Display or Modify tab, and locate the record you want to mark as an exception.
    2. Select the checkbox beside the family record.
    3. To recalculate your data health based on the record exceptions, click Rebuild Data Health, then click Yes to continue.
    Your data health is recalculated, and your new score displays in a message box. Click OK.
  5. Each data point and result is associated with a rule in parentheses. There may be times when a rule does not apply to your data. You can mark the rule as an exception, and the data health check will not apply it in the calculations. To do this:
    1. Click the Rule Exceptions tab, and locate the rule number you want to mark as an exception.
    2. Select the checkbox beside the rule.
    3. To recalculate your data health based on the rule exceptions, click Rebuild Data Health, then click Yes to continue.
    Your data health is recalculated, and your new score displays in a message box. Click OK.
  6. When you're finished, click Close.

Once you run this check the first time, the button on the Home Screen changes to say Data Health (Good/Fair/Poor) - (date). You can repeat these steps to re-evaluate your data at any time.

Tip: The Show Data Health button displays by default. If needed, you can hide it from your Home Screen.

Watch & Learn

Learn how to review the health of your program data and how you can improve your data health score. 8 min 11 sec

It may take a minute for the video to display. To enlarge the video, click the Fullscreen icon four arrows pointing out from center in the video player.

To watch more videos, visit the PDS Video Library.

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Last updated: October 27, 2026

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