Archiving

[Carmel]

I need to archive member information and reports before deleting the records.  Working out how to delete the records was easy, however working out how to archive is proving to be difficult.

And just a quick request, please any answers in layman's terms.  I'm not a computer expert, just some one who has been tasked with this job and I find Civi difficult to navigate around and not user friendly for a person who has limited knowledge in it.

Regards Carmel

[Erik Hommel]

Hi Carmel,

there is no specific archiving option for memberships in CiviCRM. Is the reason you want to archive that you do not longer wish to see them but you have to keep them for tax/legal purposes?

[Carmel]

Yes we need to keep the records for contract purposes, and yes we also wish to not see them.

Any help is appreciated.

Carmel

[joanne]

Is this for:

• all membership types and all members, ie you are no longer using memberships at all on your site?
• only some membership types but all records of memberships of those types ( Ie you are just discontinuing some types of memberships?
• just memberships that have expired for certain contacts and they will be spread throughout all you membership types?

[Carmel]

It is for the second one - only some membership types but all records of memberships of those types ( Ie you are just discontinuing some types of memberships?

[Michael McAndrew]

Did you try disabling the membership type?

http://dmaster.demo.civicrm.org/civicrm/admin/member/membershipType?reset=1

That should do the trick and you should be able to turn the membership type back on again to look at what was there before it was disabled. To be sure that you aren't going to lose any information, I would recommend that you try creating a new membership type, adding some members, and disabling and enabling to see what happens, and / or trying on one of the civicrm demo servers first (or on your test site if you have one).

Michael