NDS Support Portal

Welcome to our support portal. Below are different areas of content around our product and services.

 

Additionally, you may contact the NDS Help Desk toll free at (866) 789-7590 or via e-mail at: NDSHelpDesk@usa.childcareaware.org. The Help Desk is available to 8 am to 6 pm Eastern Time, Monday through Friday.

 

If you are looking for program details around NDS, they can be found here: http://usa.childcareaware.org/programs-services/naccrra-data-services.

 

Visit our NDS blog here: http://nds.naccrra.org/blogs

 

In order to post a question or comment, please Login or Register.




Index Database Maintenance - Purging Old Records
Previous  |  Next

 1      NDS Quarterly Newsletter Volume 1: Spring 2013
 1.1        NDS Quarterly Newsletter Volume 2: Summer 2013
 1.2        NDS Quarterly Newsletter: Volume 3 Fall 2013
 2      NDS Quarterly Newsletter Volume 4: Spring 2014
 3      KIDS MATTER App- Data Export Instructions
 4      Quality Indicators-Description and Access
 5      Child Care Online Webinar-Indiana's Child Care Programs
 6      Best Practices for Configuring Online Provider Services
 7      Quick Search Tips
 8      Best Practices for Configuring the Online Referral Module (ORM)
 9      Using NACCRRAware Standard Reports for Data Checking
 10       Database Merge
 11       Database Maintenance - Purging Old Records
 12       Quality Indicators Focus Group Expectations
 13       OPS Help Screens
 13.1         OPS Announcements
 13.1.1           OPS Announcement Overview
 13.1.2           Create a New OPS Announcement
 13.2         OPS Agency Attachments
 13.2.1           OPS Agency Attachment Overview
 13.2.2           Create a New OPS Agency Attachment
 13.3         OPS Field Configuration
 13.3.1           OPS Field Configuration Overview
 13.3.2           OPS Field Configuration - General Fields
 13.3.3           OPS Field Configuration - Provider Fields
 13.4         OPS Profile Configuration
 13.4.1           OPS Profile Configuration Overview
 13.4.2           OPS Profile Configuration - Profile Settings
 13.4.3           OPS Profile Configuration - Page Configuration
 13.4.4           OPS Profile Configuration - Section Settings
 13.4.5           OPS Profile Configuration - Profile Header and Footer
 13.4.6           OPS Profile Configuration - Previewing Your Profile(s)
 13.5         OPS Provider Profile Management
 13.5.1           OPS Provider Profile Management Overview
 13.5.2           OPS Provider Profile Management - Creating OPS Access for a Provider
 13.5.3           OPS Provider Profile Management - Viewing an Existing OPS Provider Record
 13.5.4           OPS Provider Profile Management - Provider Summary Screen
 13.5.5           OPS Provider Profile Management - Provider Attachments
 13.5.6           OPS Provider Profile Management - Questions and Answers
 13.5.7           OPS Provider Profile Management - Provider Update Log
 13.6         OPS Provider Change Review and Approval
 13.6.1           OPS Provider Change Review and Approval - Overview
 13.6.2           OPS Provider Change Review and Approval - Viewing and Managing Provider Changes
 14       Quality Indicators Overview
 15       OPS Profile Tool Tip and Profile Worksheet
View  |  Print  |  PDF

45 documents found.


Database Maintenance - Purging Old Records

database
admin
reporting
NACCRRAware

 

Database Maintenance - Purging Old Client Records

The first step is to identify the clients that you want to keep. To do this, configure an unused field that can be used to mark a record as a “keeper”. Other agencies that have used this method have used a configurable text field; the following instructions are assuming you have configured an unused client text field with the label “Keep”, and this field is not hidden.

Determine the date range for those records you are keeping. The amount of records to keep is usually mandated by a contract; if not, you may want to consider deleting records of clients that have not received any services in more than 3 years. This process assumes services are being tracked in the client Action Log. Any clients that have not had an action saved in the Action Log for over 3 years (or the time period mandated by contract) will be removed. As a safeguard, you may also want to keep client records that have been CREATED in the same time period just in case an action was not saved.

Using Search/Replace, add the value “Yes” to the text field labeled Keep:

  • Go to Utilities > Search/Replace. Select Client then the Keep field; click “Next”.
  • On the left, leave the “Replace” value blank. On the right, enter the value “Yes”. Click “Add Query”.
  • Select Action Date; click “Next”.
  • Build the following query: Action Date Greater or Equal "1/1/2009". Click “Add Query and Continue”.
  • Verify that the current value “Blank” will be replaced with the new value “Yes” for records with the search filter Action Date Greater or Equal "1/1/2009"
  • Click “Run Search and Replace”.
  • Go to Utilities > Search/Replace. Select Client then the Keep field; click “Next”.
  • On the left, leave the “Replace” value blank. On the right, enter the value “Yes”. Click “Add Query”.
  • Select Status Date; click “Next”.
  • Build the following query: Status Date Greater or Equal "1/1/2009". Click “Add Query and Continue”.
  • Verify that the current value “Blank” will be replaced with the new value “Yes” for records with the search filter Status Date Greater or Equal "1/1/2009"
  • Click “Run Search and Replace”.

NOTE: Search/Replace only works on active client records so any marked as Inactive or Pending are excluded. You can adjust for this when running the Search/Delete utility below.

Run client frequency count reports and/or spot check several records to verify that the records you want to keep have “Yes” in the field “Keep”. If Keep is blank, that record will be deleted so you want to ensure those with a blank Keep field are not “keepers”. You can easily identify the records that will be deleted using the following query: Keep Not Equal “Yes”. These are the ones that will be selected to delete in the next steps.

Another report you may want to consider using is the Client Referrals report. This report can help spot records that are not marked to keep but received referrals during the targeted time period. Enter the date range for records you are keeping in the Begin Date and End Date fields (for example, if you are removing records over 3 years old, use the cutoff date as the Begin Date and enter today’s date as the End Date). Choose the Summary format and sort on Referral Date. Run with a Query and use the query Keep Not Equal “Yes”. The report will list any clients would be deleted but who have had referrals in the time period you are keeping. Print the report then manually add “Yes” to the Keep field in each record.

The next step is to delete the clients you do not want to keep. To select the records to delete go to Utilities - Search/Delete. Choose Client; you may want to set the number per page to 500 to remove more at one time. Build the query: Keep Not Equal “Yes."  Sort the records by Status by clicking the downward pointing arrow in the Status column. You may not want to remove any Inactive or Pending client records without checking them first – they are not marked to keep, only active clients. Simply follow the instructions on the screens to delete those clients.

To remove older inactive provider records you won’t need to use the above method. Go to Search/Delete and select Provider. Select the Status Date field and build a query where: Status Date Less Than 1/1/2009 to remove providers that have been inactive for 3 or more years. You can always adjust this date to meet your needs. When the list comes up, click the downward pointing arrow in the “Status” column and the records will be sorted with Pending at the top followed by Inactive. This will allow you to select the Inactive records that you want to remove – just make sure not to select all on a page without scanning to make sure they are all truly inactive.


Previous  |  Next