As part of GDPR legislation, it's important to make sure that you do not keep hold of unnecessary contact information. Therefore, Access Charity CRM has put in the necessary steps to make sure that you can safely delete contacts that are considered to be 'inactive'.
When an 'inactive' contact is deleted their details will be removed from all areas within the system.
Contacts classed as 'inactive'
A contact is classed as 'inactive' if:
They are not booked on to a future event.
They do not have an active regular gift.
They do not have an active, pending or lapsed membership.
They do not have an active invoice.
They do not have a valid GAD and income that has not yet been claimed.
They do not have an active Grant Application.
They are not planning to volunteer at a future date.
The donor has not given a donation in the last x years, determined by the library definition InactiveContactsLastYearsSinceLastDonation.
Gift Aid has not been claimed for the donor in the last x years, determined by the libary definition InactiveContactsLastYearsSinceLastGiftaid.
They do not have an active legacy.
They do not have an inbound communication in the last x years, determined by the library definition InactiveContactsLastYearsSinceLastInboundComm.
They do not have an active fundraising page.
The contact hasn't logged on in the last x years, determined by the library definition InactiveContactsLastYearsSinceLastLoggin.
Library definitions have been added to the Admin module for some of the criteria listed above so that a user can set cut-off points for when a contact should be deleted.
Enter InactiveContacts in the Quick Search field on the Library Definitions form. These library definitions are customisable and can be amended by an Admin user.
📌 Note: The automated task that determines if a contact is inactive or not is disabled by default. If you'd like to have this activated, please reach out to our Support team via the Digital Assistant.
Find and delete inactive contacts
It's important to note that deleting a contact is an irreversible action.
Before following the steps below, you may wish to consider merging with an anonymous contact as an alternative.
Click the CRM option in the navigation menu and select Reports.
Run the Inactive Individuals report, which is located within the CRM report folder in the Reports navigator.
Click the Run toolbar button.
Delete inactive contacts by searching for them on the Contact form.
Select the tick boxes next to the contacts you wish to delete in the left-hand pane, underneath the Quick Search field.
Click the More drop-down arrow on the toolbar and select Delete.
At the prompt click Yes to confirm the deletion.
If you have tried to delete an active contact by mistake then the system will prevent you from doing so.
📌 Note: The deletion may take a few minutes as it takes time for the system to remove the contact's details from all the areas within the system.