Parish Record Keeper (PRK) is a software application dependent on Microsoft Access designed to manage parish databases, including records of individuals, families, and contributions. It operates on Windows with Access 2013 or later (or Access Runtime) and is particularly designed for Chipata Diocese, Zambia.

Key Features

• Dual Record Systems: Manages both a Baptism Book System (including name indexing and PDF export of whole baptism books or selected index pages) and a Cards File System / Status Book (keeping complex family and individual records but also all individual contributions) .
• Family and Individual Records: Tracks unique person IDs through different family systems and maintains various types of files/cards for each person, including parents' cards, files of past and present marital unions and families. The system also copes with polygamous situations and other family structures that we find in Africa.
• Contribution Management: Tracks contributions and allows multiple contribution categories and year-specific data displays.
• Organizational Structure Setup: Supports customized multi-tiered parish structure labels, such as sub-Parishes or Outstations, Prayer Centres and Small Christian Communities.
• Laygroups, catechumenate and instruction groups: As many laygroups and instruction groups can be set up as needed. For each group, membership lists are automatically compiled, including the contributions of each member.
• Printing and Reporting: Prints family and individual cards as well as detailed contribution reports.
• Syncing several backends. Different people can work on the data from different computers. By means of keeping a timestamp for each edit, the versions can be synced across all backends.
• Advanced Controls and Repair Functions: Includes tools for database integrity checks and repair functions. Your data can be exported into various formats
• Host your fully encrypted data online on our secure servers (with Hostinger.com) and allow password restricted access from anywhere in the world. (This sevice requires an affordable, yearly payment.)

Ways to Use the Application

• Setting Up Parish Information: Define parish details, set organizational structures, and edit entities such as lay-groups, catechumen and instruction groups.
• Managing Parishioners' Records: Record baptism information, link children to parents, assign individuals to multiple cards, and manage past and present marital statuses, including polygamous realities.
• Tracking Contributions: Set up contribution types, add contributions for individuals, and compile group reports.
• Searching and Filtering Data: Search for records based on names, outstation, or lay-groups, and apply filters.
• Printing and Reports: Generate family and individual cards or contribution reports for groups or prayer centres.
• Advanced Controls: Use data repair and sync options, manage special operations, and perform bulk edits on records through SQL.
• Managing Family Dynamics: Handle marriage changes, add/remove spouses, mark individuals as "isolati" (independent children), and link children to cards.
• Linking: Link Baptism Book entries to Family Records.
• Attaching Documents: Attach pictures or supplementary files to individual records, such as certificates or photos.
• Using Synonymous Names: Handle variant names effectively for improved search results, using adaptable synonymous name tables.

Importing data from a different system?

You have already digitalised your data for a different system (Excel? Access? CSV?) Write to the developer@parishrecordkeeper.com. He might assist with converting your existing data and make it fit the ParishRecordKeeper system. Give it a try!

Recommendation

Parish Record Keeper is a versatile tool for managing parish data, contributions, and records, catering to complex family situations, various parish structures, and individual needs. It offers extensive customization, comprehensive data management options, and robust print/report capabilities, making it an essential tool for parishes in managing community and sacramental records efficiently.

Suggest improvements!

You are welcome to try out this software, make comments and suggestions, and become part of the Parish Record Keeper family. Together we are committed to improving this piece of software and to include functions that are needed in our day-to-day Parish administration. Please write to the developer@parishrecordkeeper.com

IMPORTANT: This version is only in its developmental stage. It is not yet mature. It is disseminated here solely for testing purposes. Usage is at own risk!

Documentation

View the Documentation (PDF)

About us...

This application was developed in Lumimba Parish and is a fruit of the Luangwa Valley Apostolate (LVA) Initiative of the Catholic Diocese of Chipata, ZAMBIA. You can find more information about the aims of the LVA