How to Clean Up Your Data in Raiser’s Edge NXT

Data is the lifeblood of any nonprofit organization, powering your donor engagement, reporting, and decision-making processes. However, as your database grows, it can become cluttered with outdated, incomplete, or inconsistent records. Cleaning up your data in Raiser’s Edge NXT (RENXT) is a vital step to maintaining efficiency and accuracy. Here’s a step-by-step guide to help you get your data in top shape.

Why Clean Data Matters

Clean data ensures:

Accurate Reporting: Reliable data leads to more accurate reports and insights.
Better Donor Communication: Personalized and timely interactions depend on complete and correct information.
Operational Efficiency: A well-organized database saves time and reduces frustration.

Step 1: Audit Your Data

Begin with a comprehensive audit to identify common issues:

Duplicate Records: Look for multiple entries for the same donor.
Incomplete Data: Identify missing key information, such as email addresses or phone numbers.
Inconsistent Formatting: Check for inconsistencies in how names, addresses, or other fields are recorded.
Outdated Information: Flag records with old contact details or lapsed engagement.

RENXT has built-in tools, such as query and reporting functionalities, to help you identify these issues.

Step 2: Standardize Data Entry Practices

To prevent future problems, establish clear data entry guidelines:

Use consistent formats for names, dates, and addresses.
Standardize abbreviations (e.g., "St." vs. "Street").
Define mandatory fields for new entries to ensure completeness.

Training your team on these standards is essential for maintaining long-term data integrity.

Step 3: Deduplicate Records

Duplicates can skew your reporting and lead to awkward donor interactions. Use RENXT’s duplicate management tools:

Duplicate Finder: Identify potential duplicates based on criteria like names, email addresses, or phone numbers.
Merge Records: Combine duplicate records while preserving essential data from both.

Regularly run duplicate checks to keep your database clean.

Step 4: Validate Contact Information

Ensure that your donor contact information is accurate:

Use address verification services to validate mailing addresses.
Run email verification tools to identify invalid email addresses.
Periodically request updates from donors to keep their information current.

Step 5: Archive or Delete Inactive Records

Not every record needs to stay in your active database. Consider archiving or deleting records that meet specific criteria, such as:

No donations or engagement in the last five years.
Contact information that cannot be verified.
Records marked as deceased or unsubscribed.

Be sure to follow your organization’s data retention policy and any relevant legal guidelines.

Step 6: Leverage RENXT Tools

RENXT offers several features to simplify data cleanup:

Lists: Use filters to create lists of records needing updates.
Batch Processing: Update multiple records at once to save time.
Insights and Dashboards: Monitor data quality metrics regularly to identify and address issues proactively.

Step 7: Schedule Regular Data Maintenance

Data cleanup is not a one-time task. Set a schedule for routine maintenance:

Weekly: Review recent entries for accuracy.
Monthly: Run duplicate checks and clean up minor issues.
Quarterly: Perform a comprehensive audit of your database.

Final Thoughts

A clean database is essential for building strong donor relationships and making data-driven decisions. While cleaning up your data in Raiser’s Edge NXT might seem like a daunting task, breaking it down into manageable steps can make the process smoother and more effective.

If you need guidance or support with RENXT data cleanup, I’m here to help. Together, we can ensure your database is a powerful asset for your nonprofit’s mission!