How to Maintain a Donor Database

Maintaining an accurate and up-to-date database of donors in Salesforce involves several key practices and tools. Here’s how you can ensure your donor database remains reliable:

Implement Data Entry Standards and Training

• Develop and enforce guidelines for data entry to ensure consistency and accuracy. This includes standardizing formats for names, addresses, and contact details.
• Provide regular training for staff on data entry best practices, the importance of accurate data, and how to use Salesforce effectively.

Use Validation Rules and Automation

• Set up validation rules in Salesforce to enforce data quality standards. For example, require fields to be completed in a specific format or ensure certain fields are not left blank.
• Use Salesforce automation tools like Workflow Rules, Process Builder, and Flow to automate data validation and updates. For example, automatically update donor status or send reminders to update incomplete records.

Regular Data Cleaning and Deduplication

• Schedule regular data cleaning activities to remove outdated or incorrect information. This can involve manual review or using data cleaning tools.
• Use Salesforce’s built-in deduplication features or third-party apps like DemandTools or DupeCatcher to identify and merge duplicate records.

Integration and Synchronization

• Integrate Salesforce with other systems used for donor management, such as email marketing platforms, event management tools, or accounting software. Ensure data is synchronized across systems to maintain consistency.
• Use APIs or connectors to automate data exchange between Salesforce and external systems, ensuring real-time updates and reducing manual data entry.

Data Enrichment

• Use data enrichment services to supplement and verify donor information. Services like Data.com or third-party providers can add missing details or update outdated information.
• Schedule regular updates using these services to keep donor information current.

Monitor Data Quality

• Create reports and dashboards to monitor data quality regularly. Track metrics like missing information, duplicates, and data entry errors.
• Implement data quality scoring to assess the overall health of your donor database and identify areas needing improvement.

Engage Donors for Updates

• Provide donors with access to a self-service portal where they can update their own contact information and preferences.
• Include prompts in regular communications (such as newsletters or emails) encouraging donors to update their information if there are changes.

Use Permission and Access Controls

• Implement role-based access controls to ensure that only authorized personnel can modify donor information. This helps prevent unauthorized changes and maintains data integrity.
• Use Salesforce’s audit trail features to track changes made to donor records, including who made the changes and when.

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.