Help, My Most Important Member Just Got Deactivated from the Database and The Importance of Data Entry Verification

The CEO of one of my clients called in a panic to say that the database deleted the profile of an important member. He was the primary contact at one of the association’s larger members. “Help,” my client said. “When I went to look for his number, his record was gone. This guy is really important. What happened?”

Turns out one of the association’s admins had deactivated the member’s record after receiving a bounce from a mass mailing. She had been instructed to do so by her boss and did it without thinking.

“Oh my God. I can’t have admins just deactivating important members! What can you do about it?” Well, MatrixMaxx has the Change History Report by person and by company. In MatrixMaxx you can also run a report of changes to primary contacts, titles, etc., so this association can and should be looking at deactivated records, changes in titles, etc., to see if any changes have far-reaching consequences for the association.

What we can’t do is stop association staff from making certain types of database changes, unless a client wants to invest in potentially costly programming to limit access to specific tasks.

You see, assuming you have the tools to run these reports, this isn’t a technical issue. As an association, you want to have clean data and clean data means cleaning up bounces. But not all email bounces mean a person has left an organization. It could be that the email server was having trouble that day; or it bounced messages after reaching a threshold number of the same email going to people at the same domain; or the anti-spam filtering didn’t like some words in your email.

Who the heck knows? All we know is that it’s important to review data entry changes to your database and to have policies in place so that certain types of database changes (e.g., primary contact leaving, big title change, move to a different state) get escalated to someone higher up in Membership or even to the President of the organization.

One association CEO and MatrixMaxx user runs the change history report once a month and sends congratulations emails to members who have just received promotions, calls members who have switched jobs, and contacts organizations when a key contact leaves the company. How smart is that?

BTW, this happened at Matrix Group last year. An admin who had not received proper training was given the task of deactivating people whose emails had bounced in MailChimp. The results? Some really important clients and consultant partners stopped receiving our newsletter and almost didn’t receive a holiday card. Yikes! Thank goodness we caught the problem and have since strengthened our database management training.

Don’t let this happen to you! Invest in data entry training that goes beyond the technical. Develop an escalation protocol to report important database changes. Tell your admins to escalate when in doubt.

Joanna Pineda

About Joanna Pineda

Joanna’s business card reads CEO/Chief Troublemaker for a reason. She relishes a challenge and introduces change wherever she goes. She knows anything is possible and that clients come to Matrix to hear "Yes", not "No." Matrix is purple because of Joanna. Staff like to call her JP.

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