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What is data?
How do you keep your data clean?
Get FOH & Box Office on board
Create policies for address entering and standardize across the organization.
Coach staff on info gathering for additional data, there is more than one place data can be entered.
Create guidelines for inactivating accounts.
Where is data entered?
You can control group the Research notes and then can pull lists based on the different note fields.
Lists of web accounts created can help you tidy accounts instantly and then help identify merges. There are stored procedures in TASK that can be run to tidy addresses/names etc.
What do you do with bad phone numbers? Inactivate or delete.
General consensus to keep them in case they are seasonal addresses, but change the phone type so you have a record of what has changed.
Press Contacts – how do you manage people who move?
- Inactivate accounts
- V11 remove their association to the main account (or not depending on company policy!)
V10 – V11
Is it best to clean up salutations before the move to V11? – General consensus was yes, get power users to fix the records in V10.
Identify the scope and work from there.
Merging
Who does the merging?
How is the merging done?
Again train the staff and create policies on how to merge.
Set standards.
Remember to add the Void Merge Attribute to those accounts that you know you don’t want to ever be merged, it can save a lot of trouble!
You can add CSI types to customers to be merged, and then have reports emailed to people so they can review – particularly helpful in consortium environments. Sometimes face to face discussions can help.
One organization has a week to enter the merges and then another week to review the merges.
Breakdown your merges, pull through lists so you can look at important groups first, it may make the process less daunting if there are less people on the list (the scroll bar is smaller!)
How do you handle hard bounces?
- Change the email type to hard bounce and inactivate, you can then suppress these in Extractions.
- Lists that are run nightly , which changes the Primary flag on emails.
- Append BAD ADDRESS to constituent headers so that you can get staff to update addresses should that person call your Box Office again.
- Have emails in headers so that staff can check them with the customers.
Imported Data – how and when do you clean it?
Script to run against temp tables that can check for duplicates.
No hard and fast rule – it all depends on what works for you. Do you have the time to check for the merges pre, or is it easier to get them picked up post entry.
Programme Name Listings that aren’t updated/correct.
Run lists against your membership levels.
Give each year a new programme name (and control group to archive) – you can then pick up people who are missing, need updating.
Stored procedures can be written to look at contribution level and pick out missing people.
Create a default level that gets added so people do get picked up.
Old Seasons still showing, despite everything being inactivated within the show – possible solution is the season is not inactivated in TR_SEASON.