Files attached to Plans (v12)

At the Science Museum, we use both areas to ensure we’re easily able to access important data about our donors.

We save all donor-related documents in our shared file server, but also attach it to Tessitura in the Documents section. This allows us to share the docs with other areas of the museum in case another staff member should be able to see an award letter as they don’t have access to the Development shared folder. We simply update the control group and then they can see only the documents they should be able to have access to, and Development staff don’t need to spend extra time emailing documents around the museum.

In order to make certain the documents aren’t accidentally deleted by a click-happy staff member, we enforce the double-save policy, meaning that even if a document is deleted from Tess, we can still easily reference it in the shared drive.

We’re not planning on attaching docs to our plans since we already have a good system that everyone is used to – and because Development doesn’t want to grant access to plans to our other departments.

Hope that helps!

--

Laine Kyllonen

Database Application Specialist

Science Museum of Minnesota

(651) 221-2515

From: Tessitura Technical Forum [mailto:forums-technical@tessituranetwork.com] On Behalf Of Jason Kaiser
Sent: Monday, December 23, 2013 1:11 PM
To: lkyllonen@smm.org
Subject: [Tessitura Technical Forum] Files attached to Plans (v12)

In the past, our IT department has shied away from promoting use of the Documents area of Tessitura because we were not sure how to manage and enforce correct usage.  We find ourselves wondering the same thing with files attached to Plans.

SQL Server FILESTREAM seams to make the overall implementation of uploaded files more robust and a bit less "scary" than in the past, as the data is segmented and potentially consuming fewer SQL resources...

But that said, from a data management perspective, how do you cope with the potential new role of Tessitura as an important document repository?   Should Tessitura even be that repository given that most every organization probably has some form of Sharepoint or Network file server with this role?  Or do you maintain both solutions?  But then what about housing duplicate data?    And what about adherence to document retention policies?

Does anyone have any thoughts or insights to share?  Thanks!

This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Technical Forum. You may reply to this message to post to the Technical forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

At the Science Museum, we use both areas to ensure we’re easily able to access important data about our donors.

We save all donor-related documents in our shared file server, but also attach it to Tessitura in the Documents section. This allows us to share the docs with other areas of the museum in case another staff member should be able to see an award letter as they don’t have access to the Development shared folder. We simply update the control group and then they can see only the documents they should be able to have access to, and Development staff don’t need to spend extra time emailing documents around the museum.

In order to make certain the documents aren’t accidentally deleted by a click-happy staff member, we enforce the double-save policy, meaning that even if a document is deleted from Tess, we can still easily reference it in the shared drive.

We’re not planning on attaching docs to our plans since we already have a good system that everyone is used to – and because Development doesn’t want to grant access to plans to our other departments.

Hope that helps!

--

Laine Kyllonen

Database Application Specialist

Science Museum of Minnesota

(651) 221-2515

From: Tessitura Technical Forum [mailto:forums-technical@tessituranetwork.com] On Behalf Of Jason Kaiser
Sent: Monday, December 23, 2013 1:11 PM
To: lkyllonen@smm.org
Subject: [Tessitura Technical Forum] Files attached to Plans (v12)

In the past, our IT department has shied away from promoting use of the Documents area of Tessitura because we were not sure how to manage and enforce correct usage.  We find ourselves wondering the same thing with files attached to Plans.

SQL Server FILESTREAM seams to make the overall implementation of uploaded files more robust and a bit less "scary" than in the past, as the data is segmented and potentially consuming fewer SQL resources...

But that said, from a data management perspective, how do you cope with the potential new role of Tessitura as an important document repository?   Should Tessitura even be that repository given that most every organization probably has some form of Sharepoint or Network file server with this role?  Or do you maintain both solutions?  But then what about housing duplicate data?    And what about adherence to document retention policies?

Does anyone have any thoughts or insights to share?  Thanks!

This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Technical Forum. You may reply to this message to post to the Technical forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!