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Run: Donor Database CRM Data Hygiene Audit

Quarterly donor CRM audit template for finding duplicate records, bad addresses, stale mail flags, and incorrect salutations before they affect fundraising a...

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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 critical (required)

Yes No N/A

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.

Note (optional)

Duplicate Record Review

Potential duplicate records identified using matching criteria critical (required)

Review for duplicate names, shared household data, matching email addresses, matching phone numbers, or identical mailing addresses.

Yes No N/A

Duplicate merge candidates documented

Enter the number of duplicate pairs or clusters identified for merge review.

Note (optional)

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.

Yes No N/A

Merge or suppression action assigned for each duplicate set critical (required)

Each duplicate set should have a documented cleanup action, such as merge, suppress, or escalate for manual review.

Yes No N/A

Address Completeness and Mailability

Primary mailing address present for active constituents critical (required)

Verify active donor records have a complete mailing address when one is required for mailings.

Yes No N/A

Street, city, state, and postal code fields are valid and populated critical (required)

Check for missing apartment/suite data where needed, invalid postal codes, placeholder values, or non-postal text in address fields.

Yes No N/A

Mail-undeliverable or returned-mail flags are current critical (required)

Confirm records with undeliverable, returned mail, or bad address flags are reviewed and updated according to internal procedure.

Yes No N/A

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 critical (required)

Verify the salutation used in the CRM aligns with documented preference, household rules, or donor communication standards.

Yes No N/A

Incorrect or outdated salutations identified

Enter the number of records with incorrect, incomplete, or outdated salutations.

Note (optional)

Name fields follow CRM formatting standards

Check for inconsistent capitalization, extra punctuation, placeholder names, or reversed first/last name order.

Yes No N/A

Household or organization naming conventions applied correctly

Confirm household and organization records use the correct naming convention for mailings and reporting.

Yes No N/A

Cleanup Actions and Follow-Up

Corrective actions assigned with owner and due date critical (required)

Each deficiency should have a named owner and target completion date.

Yes No N/A

High-risk records escalated for manual review

Escalate records with conflicting identities, uncertain merge matches, or unresolved address issues.

Yes No N/A

Cleanup summary and next audit date recorded

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