Managing Your Archive and/or Update Databases

Throughout the last year, we introduced the Archive Database(s) and Update Database features within Avitar Assessing. Some of you have already utilized these features but we would like to revisit them as we feel they are valuable tools and we have expanded on them since our last discussion. If this topic is completely unfamiliar to you, visit our online documentation for a complete description and a summary of how to manage these features. If you are familiar with the concepts keep reading for a discussion of requirements and new options.

Archive Database Reminder

Again, remember that the Archive Database functionality allows you to archive the entire Assessing database and maintain a historical read-only copy of your database for each year, allowing you to refer back to a view of a parcel’s complete attributes and assessments in previous years. (Note that this is different from the “Archive Taxable Values” function which merely archives the taxable values for each parcel in the current database, versus the Archive Database functionality which makes a copy of the entire database for future reference.)

As we are nearing the end of the year, and as you have formalized your final warrants, this would be a perfect opportunity to Archive your assessing database for 2014. This will allow you to refer back to a view of a parcel’s complete attributes and assessments, run reports, and print cards. Before you go ahead and archive the database, you will need to check a couple of requirements to determine if you system is compatible with the database platform and software update you might be currently running.

If you believe your system meets the minimum requirements necessary to support the Archive Database and Update Database functions you will need to contact Avitar in order for us to enable the functionality within your configuration.

Update Database Features

Just so we’re clear on terms, the Update Database is designed to enable you to maintain two copies of your Assessing database during an update or revaluation processes, allowing you to perform sales analysis and parameter updates on your Update Database while the values in your Active Database remain unchanged. In the last several updates, we have added more features to this Update Database functionality.

  • We have expanded on the Merge From Update Back To Active function that allows the system administrator greater granularity to choose which attributes (codes & variables, sales, owners, exemptions etc.) to include or not include when merging data back from the Update Database to the Active Database.
  • We added Update Database — Refresh options that enable the system administrator to refresh selected attributes (e.g. owners/addresses, sales, permits, review flags, exemptions) from the Active Database to the Update Database (i.e. the opposite direction from the typical merge). This can be useful when you want to send out notices of preliminary values using the new values calculated in the Update Database but you want to make sure the notices are sent to the current owners/addresses that are being maintained in the Active Database.
  • Lastly, we have created Active Database Locks that allow you to determine which, if any, attributes users can continue to modify in the Active Database for the period of time that changes are being entered in the Update Database. This can prevent users from inadvertently making changes in the Active Database that might just get overwritten once the update or revaluation is complete and attributes from the Update Database are merged back to the Active Database.

As always do not hesitate to contact us if you have questions.

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