A Guide to - JCA, Inc. · 2018-06-22 · A Guide to Cleaning Your Data JCA can help you with all of your data-cleaning needs (and much more!). For a full list of our data-cleaning

A Guide to Cleaning Your Data

JCA can help you with all of your data-cleaning needs

(and much more!). For a full list of our data-cleaning services, jump to page 5.

AuthorsDonna Caputo

Managing DirectorCasey Hines

Business Development Manager

Liz Murray Consultant

Kaylen Williams Consultant

DesignAlexandra Davis

Marketing Coordinator

Helping Nonprofits

Work Smarter

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Four Causes of Dirty Data and Quick Changes to Make Now

For Good Measure: Sizing Up Data Quality

Long Term Projects for Big Change

Data Enrichment Services and What They Mean

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Table of Contents:Four Causes of Dirty DataBefore we talk about identifying and fixing the messy data in your database, let’s go over what common scenarios cause it.

You do things differently now.Here’s an example. Let’s say a few years ago, a user recorded all the “Do Not Mail” flags on the address record that was returned by the PO as undeliverable. This practice was never documented or handed down when a new staff person took over the process of dealing with returned mail. The new staff person didn’t know to look on the address record, so she started added “Do Not Mail” as a Solicit Code.

Anyone can create a new code.If anyone can create a new code for anything they decide to record in the database, you are in a heap of trouble. Different codes with similar (or the same) meanings are likely lurking in your database. By having Security that is too loose, you make things more difficult in the long term (even though the loose rules were originally meant to make things easier).

You use notes for too many things.Recording information in notes that would be better off in coded fields eliminates the ability to find that data and use it effectively. Details will end up buried in the notes, where they are inaccessible for reporting or search.

You make up ways to record information.How do you record the fact that a donor is deceased? We’ve seen organizations put the word “Deceased” in the first line of the street address, add “Deceased” to the First or Last Name, or create a “Deceased” note—all while they “forget” to check the “Deceased” flag or checkbox. Don’t make up ways to record information when your system already provides a standard way of tracking the data.

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Table of Contents:

JCA can help you with all of your data-cleaning needs

(and much more!). For a full list of our data-cleaning services, jump to page 5.

Try This: 8 changes your team can make right now to greatly improve your data quality

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Clearly define what your database’s terms/codes mean.

Regulate empty data fields: leave blank? Enter “N/A”?

Stick to a naming convention, especially for records like appeals or campaigns.

Set expectations for what steps should be taken in order to create a new code.

Establish rules for data entry and document them.

Train your users to enter data correctly.

Get rid of exports, queries, and report layouts that people don’t use.

Use a data overlay service to provide enhanced data for your records.

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Table of Contents:For Good Measure:Sizing Up Data QualityAs guardians of the database, you provide an essential service to your organization. You are responsible for overseeing the data integrity of your fundraising CRM and its population of loyal users. How can you ensure that the data in your fundraising CRM is “good”? Consider the following attributes when striving to evaluate (and articulate!) the quality of your data:

Accuracy Fundraisers need to be able to trust the information stored within your database. Simply put, without accurate data, your system is ineffective. Staff will find alternative ways to store information, such as personal spreadsheets or email folders, because they know the data is reliable. A key factor to maintaining accuracy in your database is through prevention by establishing formalized end user training and documentation. Users need ongoing training on the system and access to detailed procedure manuals to know how to correctly and uniformly enter information into the system. Additionally, modern CRMs can help automate your “housekeeping” activities by allowing you to configure custom processes that run on a schedule based on your needs.

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RecencyFundraisers must keep up-to-date on donor activities to provide exceptional donor experiences. When interacting with your organization, donors expect a streamlined experience across teams (e.g. the left arm must know what the right arm is doing). As database administrators, you are in pivotal position to act as the catalyst in ensuring your data is up-to-date. Within your direct control, you can set delivery timelines for when staff can expect to see various data types in the system. For example, staff can expect to see direct marketing appeals added to constituent records within 1 week of the drop-date. You can additionally work with team leads to establish data governance policies that define the organizational expectations for timely data entry for staff outside of your team (e.g. gift entry, contact reports).

CompletenessFundraisers need to understand the full picture behind a donor’s giving in order to effectively build lasting relationships. A CRM should allow fundraisers to efficiently review all pertinent information about a donor from a centralized location. This information allows fundraisers to cultivate and steward constituents based on their specific relationship to your organization. The absence of information can create confusion (followed quickly by frustration!) and can cause staff to make false assumptions based on limited data. Measuring your data based on its accuracy, recency, and completeness allows you to create a data governance framework that goes beyond “good” data. You can clearly articulate the strengths of your data (and pat yourself on the back for a job well done!), and identify specific priorities to address as areas of improvement. This will allow you to develop meaningful policies and procedures that support the maintenance of quality donor data.

Table of Contents:

JCA can help you with all of your data-cleaning needs

(and much more!). For a full list of our data-cleaning services, jump to page 5.

Long term projects for dramatically improving and filtering your unhelpful data.

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Speak to your leadership.

Get buy-in from the top down. Help your leadership understand that poor data quality leads to poor ROI. Point to the nitty-gritty: show the mess, and let them visualize your process.

Review the database and take note of its capabilites.

Evaluate the issues within your database, either on your own or with a professional.Once you’ve explored the data, come up with a plan for tackling quick-wins with your team—and a timeline for the bigger projects.

Get help where you need it!

Whether it’s an assessment, the development of a clean-up plan, or some key data overlays (like NCOA, deceased identification, or email/phone appends), reach out for professional advice.

Create policies, procedures, and seriousness.

The hardest part shouldn’t be keeping it clean. Once you’ve done the work, implement policies to prevent trouble again in the future. Don’t let your hard work go to waste.

Table of Contents:Data Enrichment Services While we are all doing a quarterly NCOA update (ahem…right…aren’t you?), there is so much more available to really spruce up your database. Have a look at all the services JCA can offer to get your data in tiptop shape!

Global Data VerificationData decays at a rate of over 22% every year, not just due to inaccurate or incorrectly-formatted information, but also because your constituents are constantly moving, marrying, divorcing, and updating email addresses. These changes make data verification and database cleaning a necessary part of global business maintenance.

JCA provides tools for verifying your customers and contacts accurately and quickly—every time.

US ID VerificationClean, verify, standardize, and complete names, phone numbers, addresses, and emails and match name-to-address to authenticate the identity of a customer.

Global Address VerificationAddress validation, correction, standardization, and transliteration for addresses in over 240 countries.

Global EmailEmail mailbox verification, syntax and domain correction, and FCC mobile domain detection for full email data quality.

Global PhoneEnsure all phone numbers are valid and callable. In addition, you can get number geocoding, suggestions, mobile verification, caller ID, and more.

Global Name Personalize communications, flag fake or vulgar names, and even identify gender with name parsing, determination, and casing.

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Table of Contents:Global LocationJCA’s tools for global location help you perform accurate spatial analysis and mapping, as well as improve sales and marketing decisions through geocoding, reverse geocoding, and IP location services.

GeocodingGet precise plotted latitude/longitude coordinates down to the rooftop level.

IP LocationIdentify your visitors’ exact location based on unobtrusive IP location.

Reverse GeocodingAppend address data to latitude/longitude coordinates and address key for data enrichment.

Global MatchingJCA’s global matching capabilities give you the power to remove duplicates, find near matches, and define relationships between records—easily and quickly.

Survivorship/Golden RecordSurvivorship is a unique method for determining the most accurate view of every customer—also known as the Golden Record.

Advanced MatchingWe use advanced fuzzy matching algorithms and deep domain knowledge to dedupe even your closest matches.

Global UpdatingJCA helps identify movers in your list and updates their address information so you can keep a clean, connected list of customers and prospects.

NCOA & International NCOAIdentify and update your constituent address changes with 48 month NCOA history. Available for U.S., Canadian, and international change-of-address.

mCOA & pCOA (Non USPS)Reach the additional 40% of movers who did not report their move to the USPS, with address data going back up to 30 years.

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Table of Contents:Data EnrichmentJCA’s data enrichment solutions add missing information (like demographics, business firmographics, and social media handles) for omni-channel success. Plus, append geographic and detailed property data to your database for improved segmentation, insight and personalization.

DemographicsAppend important constituent information like gender, email addresses, mailing addresses, phone numbers, area codes, do-not-call information, do-not-mail information, deceased suppression, name appends, property appends, and more.

FirmographicsWe can provide firmographic data for over 25 million businesses, including: employee size (range), employee sales revenue (range), e-mail addresses, mailing addresses, phone numbers, fax numbers, SIC coding, NAICS coding, and contact names/titles.

Social MediaEnhance your data with information from 20 different top social networks, like Facebook, Twitter, LinkedIn, and more.

U.S. Property DataGet U.S. property and mortgage data for over 140 million U.S. businesses and homes, including building information, value, sales history, and more.

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Need help? Contact us.Donna CaputoManaging Director, Consulting Services [email protected] 212.981.8403

jcainc.com/contact jcainc.com/data-enrichment