Due to the current Covid-19 pandemic many organisations now realise the importance of having good clean and accurate data. When situations change rapidly and you need to get in touch with everyone quickly an up-to-date database is vital.
During this time many organisations have had some time to go and do some data checks.
The best way is to run a report selecting the criteria you want to check and either download them as CSV or Excel. Visually check, particularly for duplicates and missing data, then make corrections.
For more information go to infoodle Help - Reports
Or you can use the Advanced search feature under People & Organisations.(This can be a saved report). This option means you can stay on the report but make changes to people's details right away.
For more information go to infoodle Help - Advanced search
You can create an infoodle form and include all the fields you want to check on and ask your community to complete the form. The form can be accessed via a link in your website, Phone app, or a link in an email, assuming you have their correct email address! Or the form can be completed by a member of staff or volunteer from the form page in your infoodle site. Any changes will then be automatically updated when the form is processed.
For more information go to infoodle Help - Forms
There may be other areas you want to check. For example you may be recording people's involvement through groups, if they are no longer involved you can “Past member” them rather than remove them from the group. This means you can make them active again in the future or be able to include them in end of year reporting.
See more information on removing people from a group here
Groups can also be Hibernated or Expired so they are no longer your group list page, but can easily be made active again and none of the history is lost.
See more information on Hibernating groups here
When finding contacts who are no longer involved or are duplicated you may want to archive them. We recommend archiving rather than deleting as sometimes people return, or you need to include them in reports, tax receipt or gift aid claim, or see who was a part of a household etc. Once a contact is deleted, there is no getting the data back. Archiving also helps keep you within your contact price band as archived contacts are not counted.