Cleaning Up Your Database Training Webinar
Every database needs annual cleaning to prevent duplicate mailings, improve your tracking abilities, and fix mistakes. Learn recommendations for auditing your database and processes, and tools for cleaning up.
Data Cleanup Service
If you are interested in more personalized help, DonorSnap offers an additional service for database cleanup. One of our DonorSnap data experts will perform an audit and summary followed by different levels of assistance:
| Basic: $150 | Includes a personal call with one of our database experts to audit your data, processes, reports and communication tools. We will then send you a follow up email with a detailed summary of instructions on how to perform the cleanup. |
| Intermediate: $250 | All the above, and includes a follow-up training with a database expert to help address any additional questions. |
| Full-Service: $350+ | All the above, and we will perform the clean-up for you (up to two hours). If extensive cleanup beyond two hours is required, there will be additional charges, and we will provide you with a quote before doing the work. Merging duplicate contacts is not included in the cleanup. |
If you are ready to get started or have additional questions, please email support@donorsnap.com.
Quick recap
This topic of this training webinar is on different strategies for cleaning up your database in DonorSnap. She provided detailed instructions on managing active and inactive contacts, demonstrating how to search for and manage different contact categories while emphasizing the importance of developing proper inactivation policies. The session concluded with guidance on database customization, user access management, and hiring DonorSnap for data cleanup services.
Summary
Database Audit and Cleanup
The trainer hosted a webinar on database cleanup. This training covers an overview of how to clean up your own database, and it also introducing the option for DonorSnap’s data audit and cleanup services. She explained that the option for a paid service starts with an audit process involving reviewing your database structure and data entries, with options for either self-cleanup or professional service for those that would like to have the work done for them.
Donor Contact Management Best Practices
The trainer explained the importance of managing active and inactive contacts in DonorSnap. She advised organizations to develop policies for inactivating and deleting contacts, suggesting criteria such as lack of donations over a certain period. The trainer demonstrated how to search for and manage different contact categories, including those who have never donated and lapsed donors, and highlighted the option for mass deletions with support assistance.
Contact Database Management Training
The trainer demonstrated how to search and manage community contacts in the database, including identifying and cleaning up missing or incomplete contact information. She showed how to run searches for contacts without addresses, emails, or names, and explained how to customize user settings to display specific fields for quick searches. The trainer also discussed the importance of reviewing and updating contact information, particularly for lapsed donors and those with minimal donation histories.
Contact Duplicate Merge Process
The trainer demonstrated how to identify and merge duplicate contacts in the system using the administrative reports and merge tool. She explained that while some scenarios of duplicates like an individual and business record should be kept separate, others can be merged by running reports and selecting which data to keep. The trainer also noted that merging contacts creates inactive records, which can accumulate over time and require periodic review for deletion.
Database Structure and Field Cleanup
The trainer led a discussion on cleaning up and customizing the DonorSnap database, focusing on reviewing fields, dropdowns, and screen layouts. She emphasized the importance of identifying and removing unnecessary fields, such as old appeals and outdated contact information, while ensuring that important data remains accessible. The trainer explained that administrators can customize the database by hiding or inactivating unused options, reordering fields, and adjusting screen layouts, but she advised consulting with your organization staff before making significant changes to ensure consistency across the organization.
DonorSnap User Access Management
The trainer demonstrated how to manage user access in DonorSnap, emphasizing the importance of deleting former employees and adding new administrators while maintaining accurate activity records. She explained the process of updating fields and screens, including handling mailing labels and deceased checkboxes, and highlighted how to use Excel for mass updates when reassigning campaigns or accounting codes.
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