FACT ONE: Most CMS programs will allow you to Export your data which can be imported into another CMS.
It’s now easier than ever to make a switch to a new church data base program. Most Church Membership Programs (CMS’s) now have a data export option which will allow you to save your data to an Excel or Data Base file. While the feature was intended to allow churches the opportunity to export data for mail merges or custom reports by using their Word or Excel processing programs, the opportunity also exist to export their data for import into a new CMS program.
As a partner in a CMS online service we knew that offering the export in our own program could make it easy for clients to switch but we were willing to forgo the negative due to the greater benefit that this feature provides for our clients.
FACT TWO: A Data Import Can Save You Valuable Time and Records
First let me explain what you need to understand about exporting data from one CMS and then importing it into another CMS.
Data Base programs in general use fields or cells to store data. Data is placed in a field or a cell in a column that has a name at the top of the column defining the type of data listed in the column. See below:
| First Name | Last Name |
|---|---|
| Mike | Smith |
| Don | Lewis |
| Stan | Jones |
| Sue | David |
When a Data Export is performed the information you entered into your CMS is exported into a viewable document (most likely Excel). This document is also known as a spreadsheet. The information can be used in a number of ways: like mail merge letters or reports.
As mentioned before, you can use this exported data to switch over to another program if that program has a Data Import service or feature.
Your exported data is then matched up with like fields in your new CMS and then uploaded. This transfer or data import allows you to get up and running much faster than re-entering the data again for each person. Thus, saving you time in re entering the data.
FACT THREE: A Service Import Provides Better Data Import Results
We at Church Office Online use a “Service Import ” as opposed to a “Program Feature Import”. Simply defined: A Service Import is “we do it”, as opposed to a Program Feature Import where “you do it”.
The reason we chose providing it as a “Service Import” is twofold;
- We are experienced in Data Export and Import and can accomplish the service with ease and accuracy.A program feature places the task on the client who is not as informed about data export and import.
- As a service, we make sure the exported data in NOT corrupted and will cause no conflicts or errors when it is imported into your CMS and stored on our secure servers.A program feature export/import can and does corrupt CMS fields. It also puts at risk not only your data stored on the servers but the data of other clients as well.
Finally I would encourage you to consider the cost of the Import Service. The service can range from the low $40’s and on into the hundreds. However, because it is a one-time-fee you won’t be seeing it each month.
Mike Smith, CMO Ministry Support
Church Office Online