Donor Database CRM Data Hygiene Audit

Quarterly inspection template for development operations to identify duplicate donor records, missing or invalid addresses, mail-undeliverable flags, and incorrect salutations in the donor CRM.

Audit Scope and Record Set

• Audit period and record set documented
  Record the quarter, CRM instance, and whether this review covers a full population or a defined sample.
• Source report or export matches the intended audit scope
• Record count reconciles to the source report
  Enter the number of records reviewed and confirm it matches the exported report or documented sample size.
• Known exclusions documented
  Select any excluded record types or populations from the audit scope.

Duplicate Record Review

• Potential duplicate records identified using matching criteria
  Review for duplicate names, shared household data, matching email addresses, matching phone numbers, or identical mailing addresses.
• Duplicate merge candidates documented
  Enter the number of duplicate pairs or clusters identified for merge review.
• Primary record selection criteria applied consistently
  Confirm the team used a documented rule for selecting the surviving record, such as most complete contact data or most recent activity.
• Merge or suppression action assigned for each duplicate set
  Each duplicate set should have a documented cleanup action, such as merge, suppress, or escalate for manual review.

Address Completeness and Mailability

• Primary mailing address present for active constituents
  Verify active donor records have a complete mailing address when one is required for mailings.
• Street, city, state, and postal code fields are valid and populated
  Check for missing apartment/suite data where needed, invalid postal codes, placeholder values, or non-postal text in address fields.
• Mail-undeliverable or returned-mail flags are current
  Confirm records with undeliverable, returned mail, or bad address flags are reviewed and updated according to internal procedure.
• Address standardization or validation completed
  Select the status of address standardization or postal validation for the reviewed records.

Salutation and Name Integrity

• Primary salutation matches constituent preference
  Verify the salutation used in the CRM aligns with documented preference, household rules, or donor communication standards.
• Incorrect or outdated salutations identified
  Enter the number of records with incorrect, incomplete, or outdated salutations.
• Name fields follow CRM formatting standards
  Check for inconsistent capitalization, extra punctuation, placeholder names, or reversed first/last name order.
• Household or organization naming conventions applied correctly
  Confirm household and organization records use the correct naming convention for mailings and reporting.

Cleanup Actions and Follow-Up

• Corrective actions assigned with owner and due date
  Each deficiency should have a named owner and target completion date.
• High-risk records escalated for manual review
  Escalate records with conflicting identities, uncertain merge matches, or unresolved address issues.
• Cleanup summary and next audit date recorded