Maintaining an accurate and up-to-date alumni database in Salesforce involves several key practices:

Regular Data Cleansing

Perform routine data audits to identify and eliminate duplicate records, merge conflicting information, and correct any inaccuracies. Use Salesforce’s built-in data management tools, such as Duplicate Management and Data Import Wizard, or leverage third-party applications like Data.com or DemandTools, to automate parts of the cleansing process. This ensures that the database remains accurate and reduces the risk of sending redundant or conflicting communications to alumni.

Automated Data Updates

Integrate Salesforce with external systems. This may include university records, LinkedIn, or social media platforms to automatically update alumni contact information, employment status, and other personal details. For instance, LinkedIn integration can provide real-time updates on career changes, while university systems can automatically feed updated contact details from graduation records. Automated processes help keep the database current without manual intervention, reducing the workload on staff.

Alumni Self-Service Portal

Create a self-service portal within Salesforce Communities. This will be where where alumni can log in to update their contact information, employment details, and other personal data. This portal can also be used to manage event registrations, submit class notes, or participate in networking groups. By giving alumni control over their profiles, institutions can ensure that the data is more accurate and reflective of their current status. The portal can be promoted through regular communications, encouraging alumni to keep their information up to date.

Ongoing Engagement

Maintain regular communication with alumni. This can be done through newsletters, invitations to events, surveys, and social media interactions. Use these touchpoints to prompt alumni to verify and update their information. For example, include a quick update link in the footer of every email or send out periodic reminders encouraging alumni to review their profiles. Ongoing engagement not only helps in keeping the database current but also strengthens the relationship between the institution and its alumni.

Data Validation Rules

Implement data validation rules within Salesforce to ensure that new data entries meet specific criteria. For instance, enforce a rule that requires a valid email address format or a specific phone number format before a record can be saved. These rules help prevent errors during data entry, ensuring that the information collected is complete and consistent.

Use of Standardized Fields

Standardize data entry. For example, defining and using consistent field formats for key data points like names, addresses, job titles, and graduation years. Use standardized address fields with dropdown menus for states or countries to avoid variations in spelling or abbreviations. Salesforce’s Global Picklists feature can help ensure consistency across different records. This practice makes it easier to segment and analyze alumni data for targeted communications and reporting.

Regular Audits and Reports

Schedule regular audits to review the accuracy and completeness of the alumni database. Use Salesforce’s reporting and dashboard tools to identify anomalies, such as incomplete records, out-of-date information, or patterns of data inconsistency. Generate reports that highlight missing or outdated fields, and assign tasks to staff to update these records. Conducting regular audits helps maintain data integrity and ensures that the database remains a reliable resource for engagement and outreach efforts.

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.