In March 2019 I took on the role of Hon. Membership Secretary for the Ecclesiological Society.
At that time the membership data consisted of no fewer than 77 separate spreadsheets, representing its c. 1000 members. Each year since 2010 a new spreadsheet had been generated from the previous year’s, incorporating the current ‘active’ membership. Separate sheets listed those records removed each previous year.
This number of spreadsheets resulted in a cumbersome records management process and made viewing a member’s history arduous and time-consuming. Additionally, with a multitude of duplicate records, GDPR compliance was almost impossible.
All membership data have now been imported into a new bespoke membership management system, designed and engineered specifically to provide the functionality needed by the Ecclesiological Society, with one record per member.
The functions critical to managing membership data for the Ecclesiological Society are:
- To easily manage membership records and amend names, addresses, email addresses, titles and member interests
- To display live statistical data on the front screen for at-a-glance information
- To generate reports about membership numbers and categories with one click
- To generate mailing lists for publications and correspondence with no manual sorting/filtering
- To automatically generate email and postal correspondence with one click from a member record
- To automatically generate annual invoices for dispatch to corporate members
- To automatically update active data to meet GDPR requirements
- To review membership subscription-payment history
- To guarantee data security behind a firewall with backup facility
All of these aims were achieved by building a scalable membership data management system using Microsoft Access relational database as a platform with user-friendly forms for viewing and editing member records.
*PLEASE NOTE – THE PERSON DETAILS IN THE RECORDS SHOWN BELOW ARE ALL FICTITIOUS AND INVENTED FOR THE TEST DATABASE.