Volgistics

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Help topic: Archiving Volunteer Records

Volgistics includes an Archive for storing old volunteer records that you don’t currently need in the database, but you don’t want to delete altogether. For instance, you might choose to archive the record for a volunteer who has moved away. If the volunteer returns, you can easily restore their record.

If you do not mind accumulating records for inactive volunteers, then you do not need to archive volunteer records. However, most people like to maintain only the records they really need.

When you archive a volunteer record, Volgistics moves all information tied to the record into the archive. You may restore archived volunteer records at any time. When you restore a volunteer from the archive, all information except for the volunteer's schedule comes back. The schedule is not restored along with the record because, in many cases, the volunteer's former schedule has been taken over by another volunteer since the volunteer record was archived.

When you archive a volunteer record it is, in effect, removed from the database and moved into a storage area. While the record is archived you cannot access or use the record the same way that you can use volunteer records you have not archived.

When you archive a volunteer's record, their volunteer information will no longer appear in any Volgistics reports, with the following exceptions: volunteer service will always appear on Service Detail and Service Summary reports even for volunteer records that have been archived. This means that you can always count on Service Detail and Service Summary reports to include volunteer service even if the volunteer's record has been archived. Information from archived volunteer records can optionally be included in Statistics reports. Archived volunteer records can also be exported using the Excel spread sheet report. There is not a way to include archived volunteer records on other reports.

When you archive a volunteer record, the volunteer is removed from any schedules they may have been on.

Volunteers whose record you've archived cannot use VicNet or VicTouch.

You cannot include archived volunteers in email you send through Volgistics.

You should not archive a volunteer record if you want to include that volunteer in any of the functions listed above.

When to archive volunteer records

There is not a hard and fast rule for when you should archive volunteer records for inactive volunteers. Since the Service Detail, Service Summary and Statistics reports can include service data from archived records, you do not have to wait until year end service reports are complete to archive volunteer records. Keep in mind, however, that if there is still a possibility that past hour entries will need to be made for a newly inactive volunteer, you should not archive their record until those entries have been made. A good rule-of-thumb might be to archive inactive volunteer records quarterly or semi-annually.

How to archive an individual volunteer record:

1. Select 'Volunteers' from the menu, and then click on the letter of the alphabet that corresponds to the volunteer’s last name. The corresponding list of volunteer names appears.

2. Click on the volunteer’s name. The Core tab opens.

3. Click the Archive button. A system prompt appears to confirm that it is OK to archive this volunteer record. (What if I don't have an Archive button?)

4. When you are certain that this is the volunteer record you would like to archive, click OK.

Volgistics moves the entire volunteer record into the archives. When finished with the process, Volgistics displays the initial Volunteers screen.

How to view the archived volunteer records:

1. Select 'Volunteers' from the menu.

2. If the 'Advanced' include options are not already displayed, click the Advanced options button.

3. Check the "Archived volunteers" checkbox. This changes your view of the volunteer records so you see just the archived volunteers. The page title changes to "Archived Volunteers" to let you know you're viewing the archives.

4. Use the letters of the alphabet or the 'All' link to locate a specific archived volunteer record.

When you're finished working with the archived volunteer records, un-check the "Archived volunteers" checkbox on the Volunteers page to return to the usual view of your un-archived volunteer records.

How to un-archive a volunteer record:

1. View the archived volunteer records as explained above.

2. Locate the archived volunteer record you want to restore.

3. Click the 'Core' tab for the selected volunteer.

4. Click the 'Restore' button to restore the record.

Related Help
Help Topic 2001 - Delete Archived Volunteer Records

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Help topic 2000
Added or revised 09-24-2009