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CHECKLIST: Database Hygiene

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© August 2016 T 800.443.9441 E W Are you implementing these best practices to prepare your database for analytics? Check them off as you complete them to keep you on track. □ Address standardization: This process validates addresses against United States Postal Service standards in real time as the data is being keyed into the database, guaranteeing the quality of the data being added. □ National Change of Address (NCOA ® ): About 11% of the US population moves every year and reports it to the United States Postal Service. The postal service requires that mailers process their data through NCOA® at least once every 95 days to keep mail files currents. □ Propietary Change of Address (PCOA ® ): Another 5% of the US population moves every year but doesn't report address changes to anyone other than banks, credit card companies, and utilities. The PCOA® process takes data gathered from those types of organizations and applies it back to the house file, allowing organizations to keep those donor records current. Typically, this process should be run once per year. □ Apartment Append. Often, a donor will provide an address that isn't 100% complete; it will be missing an apartment or suite number—or perhaps that data simply isn't keyed into the database. This is problematic when trying to match those donors to analytics sources or when trying to mail into any type of dense urban area. Apartment Append adds or corrects the secondary address on a donor's record, significantly increasing its potential use for analytics and campaigns. □ Decreased Suppression. An organization will lose 2–3% of its house file each calendar year on average due to constituent deaths. Yearly Deceased Suppression identifies and flags any supporters who have passed away, which keeps the database updated and removes them from inclusion in analytics. □ Duplicate Removal. Once your data has been standardized and updated, most CRM systems can identify these duplicates and consolidate them, removing duplicate versions of "James Smith" or "Amanda Williams" that are in the database with multiple addresses. DATABASE HYGIENE CHECKLIST

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