TRC Contact Database Rules

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Database Content

The TRC contact database contains the following for each person who has run a TRC rallye:

• Name
• Address (if provided)
• Email address
• Telephone (any of home/work/mobile/FAX provided [but not all have spots on the paper membership application])
• Information about events run
• Membership status (member number, expiration date)
• Address validity flag
• Opt-in paper mailing flag

Database Usage

Quarterly Mailing

At the Board's choosing, a paper mailing will go out about once per quarter. The mailing should go to all active members who have requested mailings, and may also go to other event participants who have been at a TRC event recently. The definition of "recently" varies some, but tends towards approximately 1 year.

Membership Mailing

At the end of October, TRC will mail out ballots for the November election. Ballots will be sent to all members, regardless of whether they have opted out of flyer mailings.

Note that associate members get two ballots in their mailing, so it's required that membership type information be somehow visible to the people preparing the mailing.

Updates

After each rallye, participants are added to the DB from score sheet registrations. If they are already in the database, the rallye event is added to their record.

Splitting Database Records

If James and Judy Jones ran an earlier rallye, but James now runs without Judy, their database record should be split, so James' can be updated for this rallye. If James joins as a member without paying extra for Judy to be an associate member, their record must also be split. A member record must have only one primary name; it may also have exactly one associate name, but only if it was paid for.