Data Health Worksheet
Is your donor data test-ready?
How to Use This Worksheet
Run the five reports below in your CRM and record the counts. Each takes only a few minutes, and none require outside tools. If a report isn’t possible in your system, just note that; it’s useful information too.
Please include counts only. Do not include donor names, addresses, IDs, or files.
When you’re done, you can use the worksheet to drive change within your organization, or you can return the completed worksheet to us via email. We will schedule an in person or virtual review to walk through what your numbers mean, and see how we can best help your organization.
Section 1: About Your Database
This information helps give context to your results. Twenty duplicates means something very different in a file of 2,000 records than in one of 200,000.
Question
Your Answer
CRM platform (e.g., Raiser’s Edge, Salesforce, Bloomerang)
Total active donor records
Total gifts received in the past 12 months
Who enters gifts? (staff, volunteers, caging vendor, or a mix)
How often are gifts entered? (daily, weekly, monthly)
How often are duplicate records reviewed or merged?
Do you currently run direct mail tests? If so, how many per year?
Section 2: The Five Checks
Record each count and use the notes column for anything that explains the number, such as a recent data migration or a known issue.
Check
What to Count
Your Count
1. Changed donor IDs
2. Unlinked households
3. Uncoded gifts
4a. Gift date meaning
4b. Entry lag
5a. Returned mail
5b. Stale addresses
5c. NCOA
Records whose donor, constituent, or member ID has changed in the past 24 months
Records sharing a last name and street address that are not linked as a household
Gifts in the past 12 months with a blank or generic appeal/source code (e.g., “General” or “Unknown”)
Is the gift date the date received or the date entered?
Typical days between receiving a gift and entering it
Active records flagged for returned mail
Active records with no address update in 3+ years
Date of your last NCOA (National Change of Address) update
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