Note : Before you proceed with the following instructions, back up the database. If your organization integrates multiple Blackbaud products, refer to the Additional Requirements section of the backup article.

Microsoft SQL server allocates hard disk space to the database in blocks, either as a specified number of Megabytes or a percentage of the database size. If data is deleted from the database, however, the operating system is unable to reclaim this space automatically. Running the Shrink Database option will force the database to make this space available to the operating system again.

Note: Shrinking a database will reduce database size only if there is empty space within the database. This should be done only at a time when the database is not busy. We do not have a recommended schedule. You may try to do it on a monthly schedule and, depending on how much the database shrinks, adjust the schedule to more or less often as needed. 
  1. Open the Blackbaud Management Console SQL
    • If the Getting Started with the Blackbaud Management Console screen appears, click the X in the upper right-hand corner to close it. The message, You can access the database wizards by selecting The Raiser's Edge in the Installed Products tree view, appears. Click OK.
  2. In the left frame, click the + next to the product for the database to be shrunk, Databases and the database to be shrunk For example, for the sample database for The Raiser's Edge, select The Raiser's Edge, RE7_SAMPLE(RE7_MSDE), Maintenance 
  3. Click Maintenance 
  4. In the right frame under Shrink Database, click Shrink  
  5. If you want to remove unused space when it grows beyond a specified MB, enter the amount using the up and down arrows. You can also change the amount of free space that remains after shrinking, using the up and down arrows.  
  6. Mark Net Send notification when shrink is finished to send a notification to a specified workstation after the database is shrunk.  
  7. To generate a text file that details the process, mark Output File and use the browse button to select a location to generate the output file.  
  8. Click Shrink 
  9. The Blackbaud Management Console processes the Shrink Database function