For donors, our collections information system is what Robert refersto as our
"corporate" database. We maintain the current contactinformation for all donors
in this system. New donors or changes toexisting donor contact information is
forwarded to the membership anddevelopment office each month following our
acquisitions committeemeeting.
Changes to contact information also often comes through the membershipand
development office, and this is passed on to registration as itoccurs. The most
recent date is considered the authoritative version.Synchronization is
difficult nonetheless and therefore the transfersof information are entrusted
to one person who does cross-checks thedata to ensure that both systems are
using the most currentinformation.
Chuck Patchdirector of systemsThe Historic New Orleans Collectionwww.hnoc.org
On 9/29/05, Robert Weiner <[email protected]> wrote:>> Renee,>> My clients
have used three options:> The least technical one is to institute a set of
rules stating that one> database is the "corporate" database. It's the one
that will be used for> all mailings. All address changes must be entered
there, and when there's a> conflict, that database is presumed to be the
accurate one.>> The next option is to maintain separate databases but build
bridges between> them. Changes made in one database (which might still be the
corporate> database) are synchronized with the others. Again, you'll need a
good set> of rules to keep the sync process from deleting good data.>> The
third option is to replace your various databases with one system that> does it
all. In addition to selecting and converting to the system, you'll> need to
develop policies about how departments share data. In a shared> system, one
department can change contact info that another believes is> correct. These
are the mirror images of the policies you need for the first> option.>>
Robert>> __________________________>> Robert L. Weiner Consulting>> Providing
Strategic Technology Consulting to Nonprofits and Education> San Francisco,
CA>> [email protected]> 415/643-8955>> www.rlweiner.com>>> -----Original
Message-----> From: Rossi, Lindsey [mailto:[email protected]]On Behalf Of
Montgomery, Renee> Sent: Thursday, September 29, 2005 4:29 PM> To:
[email protected]> Subject: Donor Information Maintenance>>>>>>> I'm wondering how
other museums keep donor information up-to-date between> your various internal
databases. For instance we have separate databases> for our collection, and
membership and development records - which don't> speak to each other. Often
the same donor's name will appear in both> databases as an art donor as well as
a cash donor or member. Sometimes our> Membership and Development office has
the most up-to-date address, sometimes> the Registrar's office does. Do you
have any special protocol between> Registration and Membership & Development,
so that you don't have to> re-check an address each time you send?>>>> Renee
Montgomery>> Asst. Director, Collections Management and Information>>
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