Maintaining Data Integrity

Maintaining data integrity requires constant vigilance. My personal Fourth Law of Thermodynamics says that databases are subject to entropy and will turn to piles of mush if not acted upon by an outside agent. This outside agent is the Data Manager, who provides quality control.

The Data Manager serves as the "gateway" to the database, assigning access and ensuring that those who enter or change data are using the system correctly. The Data Manager is also responsible for retraining those who fails to adhere to the data entry standards or, if necessary, removing access privileges.

Below are some steps your Data Manager can take to maintain the quality of your nonprofit's database.

1. Make all code fields in your database table-driven. This way, volunteers can't enter invalid states, titles, or suffixes, and so on.

2. Create a data-entry manual covering standards and common abbreviations. Good examples of these guidelines include the New England Medical Center's Policy and Procedures Manual (DOC) and the Berklee College of Music Office of Institutional Advancement's Policy and Procedure on Personal Address Standards in Benefactor (PDF)

To find other sample database manuals, try running a Web search such as "data entry manual site:.edu" (add words like "gift" or "membership" or the names of specific databases to further narrow the search). Many universities put their manuals on the Web, hence the .edu site designation.

To learn more about data cleanup and procedures, check out this issue of Fundraising Well (PDF), a newsletter from fundraising-software vendor Blackbaud.

3. Before creating a new biographical record, have users search the database to make sure the constituent doesn't have an existing record. This requires some creativity, such as searching on last name, city, and wildcards.

4. Routinely review new and changed records. Run regular exception reports to look for common problems (e.g., a record should have only one primary address; deceased patrons shouldn't have open pledges; deceased patrons shouldn't be included on mailing lists; patrons should only be listed as having one spouse [unless your location allows polygamy], and so on.)

5. Don't permit temps or short-term volunteers to enter gifts. Gift entry is complicated and there are penalties for both charities and donors if it isn't handled correctly. You may also wish to ban temps and short-term volunteers from creating new biographical records, and instead have them enter updates only (with proper training and supervision).

6. Send your database to an address cleanup service, like a National Change of Address (NCOA) vendor or an address locator service.

Interested in learning more? You may want to check out the brand-new Association of Advancement Services Professionals (including Data Managers), which I expect will become a resource for developing policies and procedures.

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