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By: GUEST AUTHOR Michelle Scott, 3Leaf CRM
What comes to mind when we say Spring Cleaning? Throwing open the windows and letting in the fresh air, ditching the clutter, and organizing, right? This spring, be sure to include your Act! database in your clean-up routine!
Things to consider:
1.) Plan for clean up - Before you start pruning your database, define a plan. This is a good time to pick up the phone and call your Act! Certified Consultant. You don’t want to fall into a database rabbit hole, from which you may not recover. An expert in your corner is a great idea. (Check out the Act! CC listings to find one in your area.)
2.) What and how will you clean up? With the Act! “Yes/No” field type, create a “clean up” checkbox field. This allows you and your users to mark the records for deletion or archiving. From there, set your date for cleanup and simply right-click in the checkbox to create a Lookup. Now you can review the records before permanently deleting them.
3.) Delete or archive? Are you are going to archive the data you clean up, simply delete, or a combination of the two. For archiving, create an empty copy of your existing database and then export your “purged” records to that empty copy. With an archive database, you always have the option to retrieve the culled records.
You may choose to just delete the records altogether. Just remember, deleting records is permanent. The other option is a bit of both. Delete the truly “garbage” records, and archive the ones that may have future value.