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How-to: Effective CRM Data Cleanliness Audits

on January 22, 2018

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In large organizations where large volumes of data are accessed at all times, the right handling and maintenance of the data is very crucial to obtain better results.

However, to check if the quality of data is accurately maintained or not, a data quality audit is also important from time to time.

Here are the 5 effective practices for the auditing of CRM Data cleanliness.

Establish the Practice of Regular Maintenance

To stop the data decay, your first step should be making a systematic schedule for CRM data audit and cleaning. Audit your customer database in all business systems from time to time.

Keep a check on your staff to make sure that accurate data is maintained in different customer-facing systems.

Not only the CRM system but audit all the systems also which interface with it such as accounting software, email marketing, help desk, etc.  

Different experts have different views on the frequency of maintenance. However, most believe that quarterly maintenance should be adequate.

Turn Off Auditing When Doing the Initial Import of Data

Auditing is designed to keep track of user-made changes. Therefore, don’t waste your disk space for auditing the changes and bulk load made by the initial bulk import.

Use an Automated Cleaning Integration in Your CRM

To some extent, manual cleaning will always be imperative. However, it can significantly be reduced via integrated automated systems that automatically eliminates duplicates and incorrect data.

Automated cleaning integrations are a basic necessity for any CRM system. So always make sure that your system has automatic deduplication feature which can run silently in the background.

A reliable automatic deduplication integration doesn’t just merge multiple records into the single contact but it also highlights the records that look suspiciously similar.

Take Benefits out of Statistic Reports

Automated tools can help you identify where to spend maintenance efforts. Find the tools that give you statistics and reporting on your data health on regular basis.

When you have complete reports that keep a check on progress and improvements against your cleaning efforts, you can better analyze whether you’re on the right track or not.

As you know your data continuously changes and grows, you should make the continuous effort.

Archive Old Data

It is very crucial to archive old data. But for some businesses, keeping the old data such as previous transaction, notes, address changes could be legally necessary.

Nevertheless, users should find the data that has limited use in a CRM system. One of the best strategies to keep the records clean is reducing and archiving little-used and old data.  

If not possible to clean it, at least hide it from general searches. This small step can speed up performance and enhance your CRM system’s performance.

Outsource the Cleaning

Auditing is a simple process but it has a strong capability to impact your business from the financial perspective.

For small companies that have a small database, automation and manual review can be adequate. However, if you have a large CRM database, you should consider hiring the 3rd party cleaning service.

Make sure you pick a trustful and reliable outsourced data cleaning service that can accurately and efficiently clean up your CRM data.

Get Help of Referenced Data

There are numerous 3rd party data sources that can be used as referential data for differentiating records which have gone old.

Your CRM data can be matched with this reliable referential source to separately validate CRM data.

Referenced data can also be served as a tool that automatically updates contact records in CRM system to match the referenced source.

Wrapping Up

Whatever tool or method you pick for CRM data cleanliness audit, make sure it’s going through a systematic approach. When you pick the things to audit, first analyze the fields that could have a major impact on your business, especially from a financial perspective.