To Delete or Not Delete? The Record Count Dilemma in Raiser’s Edge

Nonprofits are always looking for ways to stretch their budgets. With Blackbaud’s pricing tied to record bands, many organizations have started asking the same question: should we delete old donor records to stay under the threshold?  

It’s a divisive topic. Some people argue that trimming your database is smart and cost-effective. Others warn that it could do more harm than good. Does the truth lie somewhere in between?  

Why Some Consider Deleting 

On the surface, deleting records looks like an easy way to control costs. Fewer records mean a lower band, and that could save thousands of dollars. Deleting can also make a cluttered database feel lighter and easier to work with. 

In rare cases, such as when records are completely empty – no gifts, no contact information, no relationships, no actions – deletion makes sense. As Austen Brown puts it, “I only recommend removing truly empty records. Depending on the size of your database, this may only amount to a few hundred. You’re better off keeping the records you have.” 

 

The Risks of Deleting 

Deleting donor data comes with real consequences: 

• Lost donor history: Past giving, relationships, and engagement details disappear. This makes it harder to see long-term trends or identify legacy donors who may be candidates for planned giving. 

• Missed opportunities: Many major or estate gifts come from donors who gave small amounts years ago. If their records are gone, so is the chance to cultivate them. 

• Damaged trust: Donors expect organizations to remember their history. Losing that history can undermine relationships. 

• Legal and compliance issues: Regulations like GDPR and CCPA outline strict rules around data retention. IRS rules also require nonprofits to keep records for specific periods. 

• Inaccurate reporting: Historical trends, retention rates, and campaign performance can all be distorted if records are deleted. 

As one Raiser’s Edge Users Group Support Forum user put it, “This sounds like a lot of work without a lot of upside.” They were right. The hidden costs can outweigh the savings. 

 

Smarter Alternatives 

If your record count is causing stress, there are safer approaches than hitting delete: 

• Mark records as inactive. This removes them from day-to-day lists without destroying the data. 

• Filter for active donors. Exclude constituents who have been inactive for five or more years from your mailings and reports. 

• Merge duplicates. Clean up records created by mistake or through multiple data entry points. 

• Review data entry policies. Make sure you are not adding unqualified prospects or creating duplicates. 

• Consider archiving solutions. Tools like Omatic’s List Management can reduce record counts by archiving without permanent deletion. 

• Talk to your vendor. If the record band structure is the real issue, start a conversation with your Blackbaud account representative about contract options. 

 

A Balanced Approach 

Deleting records can feel like spring cleaning, but it rarely solves the real problem. At best, it trims a little. At worst, it erases donor history and complicates compliance. 

A better strategy is to focus on data hygiene. Mark inactive records, merge duplicates, and keep only the truly empty entries out of your system. If your leadership is pressuring you to delete, bring them resources, like Bill Connors’ bbcon presentation, to show why long-term value matters more than short-term savings. 

 

Final Word 

To delete or not delete? For most organizations, the answer is not to delete. Protecting your donor history, relationships, and compliance is worth more than the savings you get from cutting records. 

If your team is wrestling with this decision, we can help you think it through. The goal should not be fewer records. The goal should be smarter records.