Data Hygiene Services

Data Validation and Database Cleaning

The service reviews the customer records you already hold. Our cleansing services address data quality problems such as duplicates, inconsistent formatting and outdated contact details before your next email, calling or direct mail campaign. Select the service checks that fit the file rather than paying for an unrelated package.

What Does the Service Check?

• Standardization: Consistent name, street, city, state and ZIP fields make comparisons and CRM imports easier.
• Deduplication: Agree whether one record represents an individual, household, company or location before merging repeated entries.
• Contact checks: Review existing email, telephone or postal fields using the selected method and interpret each returned status separately.
• Suppression: Keep opt-outs and do-not-contact records excluded under your campaign rules. A formatting correction must not reactivate them.
• Move updates: Discuss NCOA or other available change-of-address processing for older postal records.

Data Enrichment or Cleaning?

Cleaning reviews existing values; data enrichment looks for missing attributes through a reference match. An empty email field needs a different workflow from an address that failed a check. Define that distinction in the quote so the output answers the right question.

File Preparation and Data Security

Keep a stable record ID, labeled columns and an untouched backup. Provide the approximate row count, age, known problems and intended channel. A CSV or Excel sample helps the service team understand the layout; confirm the transfer method and access requirements before sending the production file.

For data security, exclude unnecessary account history and sensitive details. Ask who can access the file, how it is transferred and retained, and how deletion is handled. These are project-review questions, not a claim that a particular certification or security control is included.

Review Clean Data Before Importing

Data validation returns findings to interpret, not a blanket approval of the file. Request the output definitions and reconcile submitted, corrected, duplicate, suppressed and unresolved counts. Inspect changed rows and keep exceptions separate instead of deleting uncertain matches. Specify which CRM fields may be updated so a later sync does not undo the review.

Cleaning does not create consent or guarantee inbox placement, a connection or a sale. Apply your outreach requirements and existing suppressions. DNC screening, where included, is one control rather than a compliance guarantee.

Maintain the Reviewed File

Use bounce reports, returned mail and support-team corrections to identify recurring data errors. Good data management assigns responsibility for fixes and a review schedule that fits how often records change. Maintaining clean data requires this follow-through, not just a one-time job. Include these needs, selected checks, delivery layout and deadline in the quote request; confirm charges and plan requirements before approval.

Information to Retain

Keep the service date, original file version and output definitions with the reviewed file. This information helps your office or support team explain a changed value later. Document which rules you approved, who handles exceptions and when another review is due. If your CRM runs in the cloud, confirm how imports preserve suppressions and customer-provided information before planning a recurring update.