The Purpose of Archiving in RecTrac

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ArchivingLOGIS support has noted some confusion lately about the purpose of “archiving” in RecTrac. The word “archiving” as it relates to RecTrac refers to a very specific process. It is the “clearing out” of Activity Section enrollees from the last season or period before making that Activity Section available again for new enrollees.

For example, say an aquatics course from the summer of 2016 will be offered again this summer (2017). Unlike our previous Parks and Rec system (Class), RecTrac will recycle course numbers. That is, it will use the same course number year after year for the same course. While this approach does have its distinct advantages (such as continuity in brochures and other material) it does require that the old data associated with the course number from the year before be removed. The process of this removal is called “archiving” in RecTrac.

Note that in RecTrac, the only module that requires archiving is Activity Registration. Because of the way the system works, none of the other modules—Facility Reservation, Membership Passes, Point of Sale, League Scheduling, etc.—have the archiving feature.

Archiving is typically performed just before the affected Activity Sections are about to be opened for registration for the new year. In the example above, archiving for the summer session 2016 aquatics course is now being done in preparation for offering the course in the summer 2017 session.

The actual process of archiving is too complex to get into in this short article, but a detailed document explaining it is available on the LOGIS portal at http://portal.logis.org. Go to the Parks and Recreation application site and look in the library titled “Shared Documents.” The document is called “How to Archive Activity Sections in RecTrac 3-1.” You can also contact the LOGIS RecTrac support team at rectrac@logis.org with questions.

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Category: Parks and Recreation Systems

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