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 population and date range documented
• Source report or CRM export attached
• Records reviewed match the intended quarterly scope
• Record count captured for the audit sample or full population
• CRM segment or list criteria verified

Duplicate Record Review

• Potential duplicate records identified and reviewed
• Duplicate merge rules or matching criteria applied consistently
• Number of duplicate pairs or clusters found
• Duplicate records merged or dispositioned
• Household and constituent relationships preserved after cleanup

Address Completeness and Mailability

• Primary mailing address present for active donor records
• Street, city, state/province, postal code, and country fields complete where required
• Mail-undeliverable or returned-mail flags reviewed
• Invalid, obsolete, or incomplete addresses queued for correction
• Address validation or standardization process used

Salutation and Name Integrity

• Primary salutation matches donor record and communication preference
• Incorrect, blank, or placeholder salutations identified
• Preferred name, first name, and last name fields are populated appropriately
• Honorifics and suffixes formatted consistently
• Salutation exceptions documented for manual review

Cleanup Actions and Follow-Up

• Corrections completed or assigned to an owner
• Outstanding deficiencies logged with due dates
• Repeat issues or root causes identified
• Next quarterly review scheduled