Can I archive contacts in Sumac?

Can I archive contacts in Sumac?

If you are looking to archive or remove some old, inactive contacts in your database, use Sumac's Contact Archive feature to archive them!

If you are running out of space in your contact list, but aren't comfortable archiving contacts, reach out to our team to discuss your options for upgrading your Sumac license to store more contacts. 

Sumac's Contact Archive Feature

This feature helps you manage your contacts by identifying those who have been inactive for a specified period, keeping your database current and reducing manual effort. It automatically identifies and archives inactive contacts, helping to keep your database current without manual intervention.

To access the new Contact Archive feature, navigate to Utilities > Sumac Administration > Backup and Archive.



On the displayed screen, you will find the option to "Archive" contacts. Here, you can set the number of years a contact needs to be inactive before archiving.
The recommended setting is 7 years, aligning with common industry standards for data audit and review periods.
You will also see buttons to "Run now" and "Restore Archived Contacts."



Clicking "Run now" will start scanning your database for inactive contacts. Sumac will check the following records to determine whether or not a contact should be considered inactive:
  1. Contact records
  2. Donations
  3. Pledges
  4. Payments
  5. Reminders
  6. Memberships
  7. Time dockets
  8. Communication records
Once the scan is complete, you can review the potentially inactive contacts and choose which ones to archive.


If you want to ensure that your Sumac Administrator has an opportunity to review these contacts before they are archived, turn on the "Require Admin Review and Approval Before Archiving" setting. 

Note: if this setting is not enabled, Sumac will automatically archive them without review.

If you ever need to restore previously archived contacts, click the "Restore Archived Contacts" button to recover them.


Warning: Locally hosted databases may not be using MySQL versions that support the new Contact Archive functionality. If you have any questions, please reach out to our Support Team for assistance.
Did you know that locally hosted customers can upgrade to Sumac Cloud for free? With Sumac Cloud, your database is managed in our secure cloud, ensuring your data is accessible from anywhere and always up to date. Contact us to get your free upgrade today!

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