There are times when you have entered several years worth of data and you will need to archive to remove older files from your current data set. Archiving will allow you to put time-sensitive transaction data you are no longer using into storage by removing it from your current data set and storing it in another location. The archive data set is a completely valid data set that contains all the information that the program needs for you to be able to view or print reports on the old data.
Archiving data allows you to remove contribution records from the system which will allow you to remove members that no longer belong in the data and have old transactions attached.
In Versions 10 (2007) and older, only the Deluxe Versions have the Archive option. In Membership PLUS Version 11, both Deluxe and Standard contain the Archive Option. In order to upgrade to Membership PLUS Version 11, please call Sales at 866.539.6391.
To archive older data set information:
Before making any changes such as archiving, it is always important to have a current backup of your data. See Knowledge Base Article 22182 on How to Create a Membership PLUS Backup in Version 11.
After performing the backup, open Membership PLUS and click File.
Select Data Set Maintenance.
Click Archive.
Click Yes to the confirmation message if you did create a backup of your data. If a backup has not been created, please click No and create a backup before continuing.
Select the type of data to be archived.
Click Next.
Select the appropriate date range of date you wish to remove from the current data set.
Click Next.
Click Browse to select the path for the new archived data set to be created.
The path should default to C:\MP11Data\Data Sets\Archive. At the top of the screen where the field for Directory Name is, please type in "\Year Data". Example: I am archiving data for the years 2005-2008. I will enter \2005_2008 Data, so my Directory Name will be C:\MP11Data\Data Sets\Archive\2005_2008 Data. This will allow you to store multiple archived data sets in the Archive folder.
Click Ok.
Click Yes to the confirmation message to create the new folder entered.
Click Next.
Click Continue to begin the archive process.
Print the report to show information that has been archived.
Click Close.
Click Yes to reprocess the data before continuing.
In order to retrieve the data from the archive data set, use the drop down list at the top of the Membership PLUS Main Menu and you will find the data set under the Archive folder.
Membership Plus
Windows
11
