How to Maintain a Database of Beneficiaries

Maintaining an accurate database of beneficiaries in Salesforce is essential for effective program management and reporting. Here are five key ways to ensure your beneficiary data remains accurate and up-to-date:

Standardize Data Entry

• Develop and enforce data entry guidelines to ensure consistency. Standardize formats for names, addresses, contact details, and other key information.
• Implement validation rules in Salesforce to enforce data quality standards. For example, require certain fields to be completed in a specific format or ensure that essential fields are not left blank.
• Use picklists and dropdown menus for fields with predefined options to minimize errors and maintain consistency in data entry.

Regular Data Cleaning and Deduplication

• Schedule regular data cleaning activities to identify and correct inaccuracies, such as outdated contact information or incomplete records. Regular audits help maintain the quality of your data.
• Utilize Salesforce’s built-in deduplication features or third-party tools like DemandTools or DupeCatcher to identify and merge duplicate records. Deduplication helps ensure each beneficiary has a single, accurate record.

Automation and Workflow Rules

• Use Salesforce automation tools like Workflow Rules, Process Builder, and Flow to automate routine data maintenance tasks. For example, set up automated reminders for staff to update beneficiary information periodically or automate data validation processes.
• Implement triggers to automate data quality checks and validation processes. This helps maintain data integrity by ensuring that any new or updated information meets predefined standards.

Integration and Synchronization

• Integrate Salesforce with other systems used for beneficiary management, such as case management software or program management tools. Ensure data synchronization across systems to maintain consistency and avoid manual data entry errors.
• Use APIs and connectors to automate data exchange between Salesforce and external systems, ensuring real-time updates and reducing the risk of data discrepancies.

Engage Beneficiaries for Updates

• Provide beneficiaries with access to a self-service portal where they can update their own contact information and preferences. This empowers beneficiaries to keep their information current and reduces the administrative burden on your staff.
• Include prompts in regular communications, such as newsletters or email updates, encouraging beneficiaries to update their information if there are changes. Use personalized messaging to make this request more engaging and effective.
• Send periodic surveys to beneficiaries to collect updated information and feedback. Use the survey responses to update your database and ensure it reflects the current status and needs of your beneficiaries.

Orchid Connect is a woman-owned Salesforce implementation firm with 30 years of experience serving associations, non-profits and small/medium businesses. We specialize in strategic and implementation services, go-to-market support, and ongoing support. To learn more, reach us at reachout@orchidconnect.com.