Closed Account Data, How to Store?

[Guest]

We are using Outlook 2003 w/BCM and have several active accounts set up.
However, there are accounts we would like to close and remove from the
database. I have categorized them as "closed accounts" and sorted the view
by category, but over time, this will become too cluttered.

How do we export the account and save all of the history items and linked
files? We need them saved to CD for future reference (especially the linked
emails).

 

[Luther]

We are using Outlook 2003 w/BCM and have several active accounts set up.
However, there are accounts we would like to close and remove from the
database. I have categorized them as "closed accounts" and sorted the view
by category, but over time, this will become too cluttered.

How do we export the account and save all of the history items and linked
files? We need them saved to CD for future reference (especially the linked
emails).

The complete emails are only stored in Outlook and not BCM. So you'll
need to archive Outlook seperately.

You should regularly backup you BCM databases, just for recovery
purposes. But if you do, then you can delete old Contacts, etc, from
BCM, knowing that if you ever need them again, they'll be in your
backed up databases. You should backup BCM on the same schedule you
backup Outlook. Then if you can restore both, when needed, and find
the emails linked to a Contact.

An alternative is to export everything to a BCM file, and then delete
the old Contacts. If you need the old Contacts back, you can read the
BCM file into a new database and look for them.

In BCM 2007 you specify what to export. So you can select your old
Contacts, export just those, and then delete the records from the
database.

Note that you have to delete twice to really get rid of an item. The
first delete just moves it to the Deleted Items folder. Then deleting
an item from the Deleted Items folder actually removes it from the BCM
database.

 

[Guest]

Here's the scenario.

We are a real estate company. When we get a listing, I create a new Account
for the listing as "Main Street-123" and categorize it as an "Active
Account". Then we add the seller to BCM and link him/her to the account as
the primary contact. Other people associated with the account, RE agents,
settlement company employees, home inspectors, etc are also linked to the
account. Emails are auto linked, phone logs are kept, documents are linked.

Once the sale closes, I change the category to "Closed Account". For the
permant physical file that goes into storage, I need a copy of all of the
correspondence, documents, phone call notes, etc. to place into the file. I
certainly do not want to go to the account history and PRINT each record
individually for the file.

How do I write to a CD all of these history items? Not just the "header"
information for them, but the actual contents of each item? What format will
it be in so that I can access it two years from now?

 

[Luther]

Here's the scenario.

We are a real estate company. When we get a listing, I create a new Account
for the listing as "Main Street-123" and categorize it as an "Active
Account". Then we add the seller to BCM and link him/her to the account as
the primary contact. Other people associated with the account, RE agents,
settlement company employees, home inspectors, etc are also linked to the
account. Emails are auto linked, phone logs are kept, documents are linked.

Once the sale closes, I change the category to "Closed Account". For the
permant physical file that goes into storage, I need a copy of all of the
correspondence, documents, phone call notes, etc. to place into the file. I
certainly do not want to go to the account history and PRINT each record
individually for the file.

How do I write to a CD all of these history items? Not just the "header"
information for them, but the actual contents of each item? What format will
it be in so that I can access it two years from now?










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With BCM v3/07 you can export just that Account with all its history.
I don't know how you can export all the associated emails though. BCM
needs an archiving feature that would do that.