The keys to a great database are accuracy and consistency.
01 CREATE A SYSTEM
Create a system for gathering information that is followed by all staff and volunteers. Decide what information you want to capture and development a written policy for data entry. For more information download, Donor Management Policies and procedures: https://www.formulaforfundraising.com/copy-of-insights
02 CLEANING TIME
Send your data to a professional address hygiene service at least once a year, preferably twice a year. Select a company that has CASS certification and is a full service licensee of the US Postal Service.
03 EMAIL APPEND
Having your donor’s and prospects’ email addresses is critical. An email append is expensive, but worth the cost. The process allows your constituents to opt-in.
04 FOUNDATION INFORMATION
Take the time to understand the foundations you are submitting proposals to. Update the foundation contact names, when grants are due, and the foundation’s requirements for funding. Having this in the database will make the process more efficient when writing grants.
05 BUSINESS NAMES
Review the business names in your database. Often the same business will be listed multiple times under different spellings. Consolidate records, remove duplicates, and update contact information. Confirm that you are communicating with the right person.
Merge and purge duplicate records at least twice a year or prior to any major fundraising activity. This will save time and money.
Having a clean, accurate database will help raise more money. Donors expect to receive communications that are correctly addressed to them. Just like you were told in grade school: Spelling Counts!