What are the steps to keep your donor database accurate and secure?

1 Audit your data regularly

The first step is to audit your data regularly to identify and correct any errors, inconsistencies, or gaps. You can use tools like data cleansing software, reports, and queries to find and fix duplicate records, missing or invalid information, outdated or inactive contacts, and other issues. You can also set up data quality standards and protocols to ensure that your data entry and import processes are consistent and accurate.

2 Update your data frequently

The second step is to update your data frequently to reflect any changes in your donors' preferences, behavior, or status. You can use tools like surveys, forms, and email marketing software to collect and update information such as contact details, communication preferences, donation history, interests, and feedback. You can also use tools like integrations, automation, and triggers to sync and update your data across different platforms and channels.

3 Segment your data strategically

The third step is to segment your data strategically to create more relevant and personalized communication and engagement with your donors. You can use tools like filters, tags, and categories to group your donors based on criteria such as demographics, giving level, frequency, source, motivation, and involvement. You can also use tools like analytics, scoring, and testing to measure and optimize your segmentation strategies and outcomes.

4 Protect your data securely

The fourth step is to protect your data securely to prevent any unauthorized access, misuse, or loss of your donor information. You can use tools like encryption, passwords, and backups to safeguard your data from hackers, malware, or accidents. You can also use tools like permissions, roles, and logs to control and monitor who can access, edit, or delete your data. And you can use tools like policies, training, and compliance to educate and inform your staff and donors about your data security practices and standards.

5 Review your data periodically

The fifth step is to review your data periodically to evaluate and improve your data quality and performance. You can use tools like dashboards, metrics, and benchmarks to track and compare your data trends, patterns, and results. You can also use tools like feedback, audits, and tests to identify and address any data issues, challenges, or opportunities. And you can use tools like goals, plans, and actions to implement and adjust your data strategies and tactics.

6 Enhance your data continuously

The sixth step is to enhance your data continuously to add more value and insight to your donor database. You can use tools like enrichment, append, and verification to supplement and verify your data with external sources and services. You can also use tools like research, profiling, and modeling to deepen and broaden your understanding of your donors' needs, wants, and behaviors. And you can use tools like innovation, experimentation, and learning to discover and apply new ways to use your data for your fundraising success.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?