Tips for importing clean data

Here is a guide on preparing clean data before a fundraising campaign, plus details on donor-related fields you should track:

1. Merging Data

   Collect data from all sources—spreadsheets, CRMs, and event sign-up forms—in one place. Use consistent labels (e.g., “Email,” “Phone,” etc.) and check for format consistency before combining them into a master file.

   
   

2. Deduping Contacts

   Duplicates waste time and cause confusion. Take advantage of CRM or spreadsheet tools to find and merge duplicates. Always keep important details from each record rather than deleting one entirely.

   
   

3. Formatting Phone Numbers

   Decide on a single format (e.g., +1 (555) 555-1234) and strip out any extra characters like dashes or parentheses. Make sure no numbers with extensions or notes remain. This will simplify outreach and prevent importing/exporting errors.

   
   

4. Look Out for Missing Contact Information

   Identify incomplete records by filtering for missing emails or phone numbers. Reach out to donors or cross-reference other sources to fill these gaps. More complete data improves your campaign’s effectiveness.

   
   

5. Segmenting Your Contact List

   Group donors by giving capacity or history—such as donation amounts, frequency, or recency. This helps you decide who should be contacted first and which user should be engaging the donor.

   
   

   Tracking Key Donor Fields

   Include some important donor data in your data preperation. Some fields to bring in include

   1. Last donation date
   2. Last donation amount
   3. Amount donated this year
   4. Amount donated last year
   5. Amount donated to the last campaign
   6. Total lifetime giving.