Automatic archival of inactive member records

Purpose

 1.1. Systematically identify and archive member records classified as inactive, supporting data integrity and compliance requirements.
 1.2. Reduce database clutter, speed up member search queries, and free resources for managing active congregants in alliance-denomination churches.
 1.3. Ensure sensitive or outdated records are secured, retrievable for audits, while minimizing manual intervention.

Trigger Conditions

 2.1. Predefined inactivity period (e.g., 12 months since last attendance or donation).
 2.2. Member tagged as “inactive” by staff or via form input.
 2.3. Lack of engagement signals from event registrations, email opens, or logged-in actions in apps.
 2.4. Scheduled review date reached.

Platform Variants

 3.1. Microsoft Power Automate
  - Feature/Setting: “When a row is modified” (Dataverse connector), add “Condition” step for inactivity, send to Archive.
  - Sample: Configure trigger on members table, filter for “inactive” status, use “Create new item” in Archive Table.

 3.2. Google Workspace (Apps Script with Google Sheets)
  - Feature/Setting: Time-driven trigger; script checks last activity date, moves row to Archive sheet.
  - Sample: set trigger on daily basis; if “LastActive” < today–365, relocate record.

 3.3. Salesforce
  - Feature/Setting: Scheduled Flow, “Get Records” on Members; archival process via “Update Record” or outbound message.
  - Sample: Every month, query inactive => update “Archived” flag or push to external archive object.

 3.4. HubSpot
  - Feature/Setting: Workflow automation for lists, “Delay until last activity is X days ago” then “Move to Archive” property.
  - Sample: If “Last Engagement Date” > 180 days, set Property: “Archived”.

 3.5. Airtable
  - Feature/Setting: Automation Runs “When record matches conditions”, then copy to Archive base/table, remove from active.
  - Sample: If “Status” == Inactive, then duplicate record in Archive table and delete.

 3.6. Zapier
  - Feature/Setting: Scheduled Zap with Filter, “Find Record” in CRM, use “Update Row” or “Archive” action.
  - Sample: Every week, search for inactive, send to archival storage.

 3.7. Make (Integromat)
  - Feature/Setting: Scheduler module, “List Records” from database, “Move to Archive” after trigger match.
  - Sample: Scan contacts, if inactivity threshold, archive in backup system.

 3.8. Okta (for User Lifecycle)
  - Feature/Setting: Lifecycle Policy for “Deactivation”; automate export and move deactivated users to secure storage.
  - Sample: On deactivation, trigger export, remove from active directories.

 3.9. AWS Lambda + DynamoDB
  - Feature/Setting: Trigger Lambda via EventBridge schedule; query for inactive, copy items to “Archive” table.
  - Sample: Using Scan with FilterExpression on “LastActivity”; PutItem into archive.

 3.10. MongoDB Atlas Triggers
  - Feature/Setting: Scheduled Trigger; move or flag documents based on inactivity.
  - Sample: Every month, run aggregation to set inactive records as archived.

 3.11. OneDrive for Business (Microsoft Graph API)
  - Feature/Setting: Script/API to transfer inactive member files to an archive folder.
  - Sample: Use “Move Item” graph call.

 3.12. Box
  - Feature/Setting: Retention Policies, “Move or Archive” automation script on folders.
  - Sample: Zap or API move files older than threshold.

 3.13. Dropbox

  - Feature/Setting: API “Files move_v2”; script scheduled to archive member documents pre-filtered by inactivity.
  - Sample: Move inactive user folder to /ArchiveMembers.

 3.14. Notion
  - Feature/Setting: Database filter + automation, “Archive” property update or move page to archive database.
  - Sample: When “LastContacted” > 12 months, set Archive flag or relocate.

 3.15. Smartsheet
  - Feature/Setting: Automated Workflow; row action based on “Inactive” status.
  - Sample: Move row to Archive sheet if Date Last Active > X.

 3.16. Oracle NetSuite
  - Feature/Setting: Scheduled Saved Search, SuiteFlow action “Archive” for entities.
  - Sample: Monthly search exports inactive, flags/exports to archive custom record.

 3.17. Microsoft SQL Server Integration Services (SSIS)
  - Feature/Setting: Package with conditional logic to move inactive rows from “Members” to “MemberArchive”.
  - Sample: Extract where inactive = true, insert into Archive.

 3.18. Trello
  - Feature/Setting: Butler automation, move cards in “Members” board to “Archive” list after inactivity.
  - Sample: If last activity > 90 days, move to “Archive”.

 3.19. ActiveCampaign
  - Feature/Setting: Automated segment, tag inactive, trigger “Archive” custom field or export/delete action.
  - Sample: Segment with last-engaged > threshold, tag & trigger integration.

 3.20. Monday.com
  - Feature/Setting: Automation recipe “If status changes to inactive, move item to archive group”.
  - Sample: Status = inactive > move to “Archive”.

4. Benefits

 4.1. Frees up administration time by eliminating recurring manual checks.
 4.2. Ensures up-to-date, query-ready member datasets for quick reporting.
 4.3. Supports compliance with data privacy, retention, and audit standards.
 4.4. Reduces risk of data loss while providing secure access to historical records.
 4.5. Scalable: templates can adapt as membership grows or policy changes.
 4.6. Enables rapid disaster recovery and regulatory response.