deleting and/or archiving volunteer records

  • May 31, 2018 2:29 PM
    Message # 6277434

    We subscribe to a volunteer management system, paying for a certain number of active records and of archived records. Do any of you have rules of thumb that dictate when you delete a volunteer's records? (Number of hours; inactivity after X time--years, months, days?) I have a rough system I've worked out, but was wondering if anyone had codified a method. Thank you, brain trust!

  • June 01, 2018 9:53 AM
    Reply # 6280079 on 6277434
    Anonymous member (Administrator)

    Our policy is that every year we go through the records and that anyone who doesn't have any volunteer hours for a year will be archived. With volgistics you can easily find archived records and restore them if necessary. We very rarely delete records.

  • June 01, 2018 11:46 AM
    Reply # 6280393 on 6277434

    Hi Jennifer- similar to Karrie, we also go through and archive inactive accounts yearly (if they haven't recorded any hours in a year). However, though we also have to pay for the number of accounts kept as 'archived,' we delete folks only if they ask us to. We've been in situations when former volunteers contact us years later to be a "reference" for a job, and we want to ensure we have record of them still in our system.


  • June 02, 2018 12:41 PM
    Reply # 6282755 on 6277434
    Anonymous member (Administrator)

    We use Volgistics at the City of Tualatin, and manage our records by changing  volunteer status to "inactive" after 90 days, then archive after one year of inactivity. Some volunteers come back once a year for a community event, and we flag those volunteers.

  • June 07, 2018 12:58 PM
    Reply # 6294344 on 6277434

    Thanks, everyone. The consensus seems to be the one-year mark for archiving. I appreciate the comments! 

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