Cleaning up your donor database can seem daunting, but it doesn’t have to be. With these simple ideas, you can get your Little Green Light database in shape quick—and just in time for your fall fundraising appeals!
Identify and merge any duplicate records
If you haven’t yet enabled LGL’s duplicate checking feature, do it today. This will allow for nightly reviews of your database for possible duplicates—an alert on your dashboard will notify you of any that need to be reviewed. You can even have the alerts emailed to you if you prefer.
Update your acknowledgment and letter templates
Now’s the time to archive any outdated or unused letter templates you’ve saved in your account. It’s also a great time to add any new templates so you’ll be prepared to send a prompt thank you for each newly received gift.
Review your campaigns, funds, appeals, and events
Be sure you mark any campaigns, funds, appeals, or events as “Inactive” if you are no longer accepting gifts for them. Set up a new ones before the gifts start rolling in.
Review your categories for duplicate and/or unused values
In Settings > Menu Items, review your categories and the values within them. Merge duplicate values and inactivate no longer needed values. You can also alphabetize them to make data entry even easier.
Make sure your Addressee and Salutation fields are as you want them
It’s critical that you address your constituents appropriately both on the envelope (using the Addressee field) and inside the letter (using the Salutation field). Make sure those fields are in good shape for all your constituents, including organizations and individual, couple, and household constituents.
Take a look at our Knowledge Base article: Making global changes in your donor database, for suggestions on how to update categories or the Addressee/Salutation fields for many constituents at once.
Enable the Smarty Streets integration in your account
Tired of seeing multiple different abbreviations for street (i.e., St, St. Street, ST, etc.)? Using this handy app normalizes all your address information according to postal standards and confirms the address you are using is an actual address.
Consider running your database through the National Change of Address registry
For just $150, we can run your database through NCOA and upload all the updates to your LGL database for you. This is a perfect way to update addresses for constituents who have moved and left a forwarding address with the post office. Go to Settings > Subscription Settings > Data Services to request this service.
Is there a database cleanup routine that you follow before the start of a new fiscal year? Share it with us on Twitter (@littlegrnlight) using the hashtag: #datacleanup.