Data management is one of the most critical aspects of data analysis. But unfortunately, it’s also one of the most time-consuming and tedious tasks, which can make Non-Profits less able to do it effectively and efficiently. To help with that problem, this guide will walk you through the database management process from beginning to end.

Starting with primary organization and cleanliness and eventually getting into advanced reports and analyses. By learning how to manage your database well, you’ll be able to use your data more effectively. And it’ll also help you in marketing a Non-Profit plus provide more beneficial services for those in need.

The Importance of Data Hygiene

Delete inactive donors after ten years. Remove duplicate entries when they are not needed anymore. Update contact information on donors to ensure they get the most relevant communications from you. Follow up on lapsed gifts. Stay vigilant about any unauthorized access to databases. Protect sensitive information by using encryption tools like PGP and TrueCrypt.

Store backups offsite and locally so you can recover quickly if there’s a catastrophe such as fire, flood, or theft. Regularly test backup procedures to make sure that everything works. Test restores periodically so that staff knows how long it takes and can know how much time is required for recovery.

Designate a person responsible for managing backups, which should be trained regularly on the latest backup practices. Track changes within your database with version control software (like Git). With this process, you’ll be able to see what has been changed since each change was made, which will help identify errors later on down the line. You can also store different versions of your database, so you never lose anything valuable again. With this system in place, you’ll always be one step ahead of the game and avoid costly mistakes.

How to Maintain Data Quality

The first step in data hygiene is understanding data quality in marketing a Non-Profit. Five broad categories define data quality. Which are completeness, accuracy, consistency, relevance, and timeliness.

• Completeness – All relevant fields in a record must be filled out. If there are gaps in the information, it can lead to an inaccurate interpretation of the results.
• Accuracy – Information should be precise, unambiguous, and truthful.
• Consistency – There should not be discrepancies within similar types of records.
• Relevance – Fields should have logical connections with one another. For example, a business might want to know the age of their customers but don’t need their eye color.
• Timeliness – Information needs to be updated regularly, so it’s always up-to-date and accurate. Maintaining your database will ensure that all these qualities are met.

Tips for Managing Your Non-Profit Database

Here are the best tips to manage Non-Profit database:

• Create a spreadsheet with your organization’s information, such as name, address, phone number, contact person, and email address.
• Add columns for donor names and contact information, including their donation date, gift amount, pledge date, and pledge amount.
• Update the spreadsheet regularly so that all data is up-to-date.
• Keep the information in your database private to protect it from hackers or unwanted intrusion.
• Limit access to only those who need the information within your organization. And make sure they are trained on the proper use of databases.
• Review and update your privacy policy periodically to include any changes in how you collect, store, use and share personal information about donors.
• Be sure to back up your database regularly so that you can restore it if anything happens to the original file.
• Label backup files appropriately so you can differentiate them from the original file and know what data has been updated.
• Save one backup copy offline to be safe in case of power outages or natural disasters.
• Use software programs like Filemaker Pro or Microsoft Access. Which allows you to manage better and organize your Non-Profit’s records. Such as donor lists, purchase orders, invoices, accounts receivable, and other financial documents.

How to keep your Databases Safe?

Many Non-Profits have large databases with information on donors, volunteers, and other supporters. This data is often at risk of being lost when a hard drive crashes or a virus infects the system. There are many different types of database management software that can make your job easier. But they all need upkeep. Here are some guidelines to help you keep your databases safe and running smoothly:

• Regularly back up your database by saving it in another location, so if anything happens to the original file, you’ll still be able to access it.
• Back up any changes made since the last backup.
• Replace hardware such as servers, laptops, and PCs before they’re too old.
• This will ensure everything runs as efficiently as possible.
• Regularly check backups to ensure files haven’t been corrupted.
• Encrypt sensitive files – this will protect them from theft or unwanted viewing.

Conclusion

In conclusion, there is no one-size-fits-all approach to data hygiene. The guide should not be used as a means of diagnosing an organization’s data hygiene. Instead, it should be viewed as a means of providing information about best practices, that can help organizations maintain their databases and keep the data accurate and up-to-date.

More importantly, this guide should serve as a resource for Non-Profits with limited resources. Which may not have access to outside expertise or funding. Organizations that adhere to these practices will find themselves in a much better position when they are required by law to provide records. They will also be more effective at communicating with donors, volunteers, and clients.