I think there is this bad reputation on Shadow Databases, which I totally disagree with.  The two blog post I’m going to write on this subject will first explain my policies on creating them, and narrative explanations of how I use them.  The second blog post will include a video example of one of my Shadow Databases and how I use it.

I have a policy when developing any type of shadow database outside of The Raiser’s Edge.  These are requirements when working with RE data outside of RE:

1. Data must be directly exported from The Raiser’s Edge, and imported directly into Filemaker Pro.  The file should never be modified in Excel before imported into RE.  I do allow myself the ability to open the file to review data if needed, but I will not change a field or row of data.
   1. If the data is wrong coming out of RE, then it needs to be fixed in RE.  Then exported again, and imported into Filemaker Pro.
2. The shadow database is only used as a tool to accomplish tasks The Raiser’s Edge is not flexible enough to support you on.
   1. An example of this is developing a letter or envelope printing process of quick fixes.  The Raiser’s Edge works well for large and standard processing of letters.  However when you have an organization that is in the process of cleaning up data and just implementing the mail module (not just acknowledgement letters, quick letters as well) letters can come out really messy sometimes and I don’t want to have to keep doing mail merges and exporting more and more data, or the swear word I refuse to say out loud “Manual Process”!
   2. I can put all of the data from RE that I need to run quick one-off letters and fix things on the fly and print a letter or envelope and keep it moving.  I pretty much build a system like this every time I consult with a new organization.  I just can’t depend on the internal system of the organization to immediately provide an increase in operational efficiency.  My Filemaker Pro systems, provide an immediate impact that helps me and others in the organization.
3. The system has to be designed to go both ways.  Meaning that Yes, I am populating a shadow database with RE data.  However I have designed this system to support being imported directly back into The Raiser’s Edge.
   1. Every table of data includes both the constituent ID and Import ID.  If it’s a gift table, then it also includes the Gift ID, event table, then it includes the event ID, etc…

I’ll admit, the Shadow Database that I create truly are a key to my success.  I’ve created and implemented these tools in pretty much every organization I’ve worked in.

I’ve returned to former employers from 10 years ago, and they are still running and using my Filemaker Pro databases to meet mission critical needs and tasks for the organization.

The one thing I do have to remember is that most of these places know that if they offer me a meal they can get me to their offices, where they normally trick me into spending an hour fixing or enhancing something, lol.

Stay tuned for the second post.  Things get really cool with the video!