One challenging aspect of fundraising is keeping the database in pristine condition. It isn't easy to manage the data when it comes in from multiple sources, such as manual data entry, data imports, data integration, and so forth. This blog looks at ways to manage the process, especially when you have inherited the database from a predecessor. You do not need to live in a dirty database. Not trusting the data when pulling queries or running reports to get accurate information is challenging and cumbersome when found in multiple places. Here are four ways you can help maintain data integrity.
Data Entry Procedures
Why is it essential to make an organization data entry policies and procedures? By establishing the data entry policies and procedures, you are documenting the rules for the organization’s data process and creating the consistencies of data capturing. In addition, it standardizes the data entry process and reduces the need to question where to place specific information. Finally, the policies and procedures can be a training aid for new and existing employees.
The policies and procedures can include data entry, security policy, and backup procedure if you are not a Blackbaud-hosted customer. In addition, the document can consist of processes and reports that the organization generates daily, weekly, monthly, and annually, as well as their parameters. Keep the policies and procedures updated when new or changes to a process arise.
Queries
The Raiser’s Edge query is a powerful tool that can be used for many things. For example, the organization can create queries to assist in database clean-ups, such as locating missing constituent codes, address information, addressee, and salutations. In addition, the user can query data and perform global update records. For example, one of the ways to clean up missing information is by using the query operator blank, which returns missing data or records not having the value. Another way to clean up data is to query the information, export it, clean it, and reimport it back into the database. I recommend deleting old dynamic and static queries the organization no longer uses. It will reduce the clutters in the query section.
Code Table Report
The Code Table Report is one of my favorite reports for cleaning up the database. The report is under Configuration, which lists all the table entries that the organization has in its database. Although the organization can include inactive table entries in their report, I select all code tables and review them to ensure users are not adding duplicate values that mean the same things in the database, such as email, e-mail, etc. Then, if you need to clean up the table values, you can select Table Cleanup to consolidate the values with the replace feature. I run the report quarterly to review newly added entries.
Duplicate Constituents
Having duplicate constituent records in The Raiser’s Edge can be challenging because it causes inaccurate reporting, loss of productivity, and ineffective communication with the donors. Therefore, it is crucial to identify and merge these duplicate records from the database. The standard tool found in The Raiser’s Edge under Administration - Duplicate Constituent Management Tool is used to scan the database. After you have completed the scan, you review the potential duplicates and merge the record into the master record or mark it as not a duplicate.
Comments