Frequently Asked Questions

Answers to the most common questions about Parish Record Keeper — its costs, compatibility, system requirements, privacy, and how to get support.

1. What does Parish Record Keeper cost?

We expect you to make a donation of your choice to Lumimba Parish (Zambia), where this application was developed. Lumimba Parish is situated in one of the poorest rural areas of Zambia, where the Church supports numerous projects in education and health. Instructions on how to donate are clearly provided within the application itself.

Note, however, that the voluntary option of a workspace for your parish on our server, which also enables the mobile app, requires an annual payment/donation of at least 10 USD (150 ZMW) to maintain the server costs.

You are welcome to test the application thoroughly before deciding whether to make a donation.

2. Is Parish Record Keeper compatible with any operating system?

No. Parish Record Keeper runs on Windows only. Both 64-bit and 32-bit Windows environments are supported.

3. Parish Record Keeper depends on Microsoft Access. What does that mean?

Microsoft Access must be installed on your computer for the application to run. This can be either the full version included in Microsoft Office (versions 2016 and later), or the free Microsoft Access Runtime, which can be downloaded from the Microsoft website. Support for earlier versions of Access is planned for future releases.

4. Can Parish Record Keeper be installed on Apple computers if Microsoft Office is installed?

No. Microsoft Access is not available for macOS, as its architecture relies on Windows-specific components.

5. Is there any way to run this application on an Apple computer?

There are two possible approaches, though neither has been tested by the developer. Try them at your own risk.

Virtualisation

This is generally considered the most reliable method. Virtualisation software lets you run a full version of Windows as an application inside macOS, without rebooting your Mac.

• Parallels Desktop — Highly optimised for Apple Silicon (M1/M2/M3/M4). Includes a "Coherence Mode" that lets you run Access alongside your regular Mac applications.
• VMware Fusion — Offers a free version for personal use and supports Windows on Apple Silicon.
• UTM — A free, open-source option based on QEMU. Requires more technical setup, but costs nothing.

Cloud-Based & Remote Options

These approaches let you access a Windows environment over the internet, without any local installation.

• Windows 365 (Cloud PC) — Microsoft provides a virtual Windows machine in the cloud, accessible via a web browser or the Windows App.
• Remote Desktop — Use the free Microsoft Remote Desktop application to connect to an existing Windows PC or server.

Practical Tips

• Memory: Allocate at least 8 GB of RAM to the virtual machine for smooth VBA performance.
• File sharing: Keep your .accdb files in a Mac folder; virtual machines can map these directly.
• Access Runtime: Use the free Access Runtime — since you only need to run databases rather than design them, the full version of Access is not required.

6. Does the application collect any user data?

By default, no. The application itself does not collect or store any of your data. Every two weeks it connects to the Parish Record Keeper website solely to check for available updates; no system information or personal data is transmitted or recorded in that process, aside from the IP address and server data that any web server automatically logs to keep the service running.

The only exception is if you choose to use the optional online Workspace or online search facility described in the next question — those features intentionally upload a copy of your data because that is their whole purpose, but only when you actively register for and use them. Nothing is ever uploaded automatically or without your choosing to do so.

7. Can several people work on the same parish database, or search it online?

Yes, if you want to — this is an entirely optional facility, separate from the free desktop application. For an annual payment/donation of at least 10 USD (150 ZMW) to maintain the server costs, you can register an account at parishrecordkeeper.com to set up an online Workspace: several people share one datafile by downloading the current master copy, working on it, and uploading their changes for the workspace administrator to merge and republish. The same account can also make baptism and church records searchable from a browser.

Uploaded data remains the property of the parish that uploaded it and can be deleted from the server at any time. This Workspace fee differs from the donation-based licence described above; full terms are set out in the Cloud Service Agreement and Data Protection Policy.

8. Can I search the database on my phone without internet?

Yes. Workspace members can open the Offline app from the members page and download an offline copy of the parish data onto their phone. The app can be added to the phone's home screen like a normal app (no app store required), and from then on it opens directly — no network and no login needed. Baptism book, church records and contributions remain searchable during long stays outside network coverage, including the extended search for synonymous name spellings.

Changes can also be recorded in the field: corrections to records, new persons, new baptism entries and contributions are stored on the phone as change notes. Nothing is changed in any database at that point — the notes are exported as a small file, brought to the parish computer, and every single change is reviewed (accept / skip) inside Parish Record Keeper before it is applied. The next upload then refreshes the online database, and the phone refreshes its offline copy from there.

The offline copy is stored on the phone protected by the phone's own security (screen lock) and an optional PIN in the app. The parish decides who may carry offline copies. Full instructions: Offline App documentation.

9. I have already existing parish records. How can I convert them or feed them into Parish Record Keeper?

For most formats there is a way of converting your data into the Parish Record Keeper system. But since the designs of existing records vary widely, there is no automated, one-size-fits-all way of doing this.

The developer can be contacted and will be able to give a definite answer about your specific situation. Where possible, and at a fee, the developer can also carry out the conversion for you.

10. Can I contact the developer for support?

Yes — though please bear in mind that support is offered on a best-efforts basis, not as an obligation. The developer is genuinely interested in feedback and wants to improve the product, but works full-time in a demanding pastoral ministry in a rural parish. Support can only be given in his free time, whenever that becomes available.

You can reach the developer at developer@parishrecordkeeper.com. Patience is appreciated.