SayPro list of 100 data quality rules for maintaining fundraising campaign directories on a platform like SayPro.

General Data Entry Rules:

1. Unique Identifiers: Ensure every record has a unique identifier (e.g., donor ID, campaign ID) to avoid duplicates.
2. Accurate Name Formatting: Always use proper name formatting (e.g., First Name, Last Name, no unnecessary abbreviations).
3. Full Contact Information: Collect and maintain complete contact information for each donor (e.g., phone number, address, email).
4. Verify Email Addresses: Ensure email addresses are valid and properly formatted (e.g., example@example.com).
5. Standardized Phone Numbers: Use standardized phone number formats (e.g., (XXX) XXX-XXXX).
6. Correct Spelling of Names and Addresses: Double-check the spelling of names, cities, and addresses to avoid errors.
7. No Special Characters in Phone Numbers: Avoid using special characters in phone numbers (e.g., *#-).
8. Avoid Duplicate Entries: Regularly use de-duplication tools to prevent the same donor from being entered multiple times.
9. Complete Date of Birth Information: If relevant, ensure the date of birth is entered correctly and completely.
10. Consistent Address Format: Standardize address formats according to postal conventions.
11. Consistent Title Usage: Standardize the use of titles (e.g., Dr., Mr., Mrs., Ms.) consistently across all records.
12. No Empty Fields: Ensure there are no empty required fields (e.g., donor name, contact details, etc.).
13. Address Validation: Use address validation software to verify donor addresses and prevent mistakes.
14. Accurate Zip Codes: Ensure the correct and valid zip code is attached to each donor’s address.
15. Date Entry Standards: Use a consistent date format (e.g., MM/DD/YYYY).
16. Use of Standard Country Codes: Use standardized country codes for international donors to avoid formatting inconsistencies.
17. Geographic Data Accuracy: Ensure geographic data (e.g., region, city, state) is accurate and consistent with current standards.
18. Consistent Data Format for Social Media: Ensure social media handles (e.g., Twitter, Facebook) follow the correct format (e.g., @username).
19. Maintain Accurate Contact Preferences: Track and honor donor preferences for communication (e.g., email vs. phone).
20. Clear Gift Tracking: Log each donation, specifying the donation amount, date, and campaign associated with the donation.

Data Integrity and Validation Rules:

21. Email Address Uniqueness: Ensure that each email address is only associated with one donor.
22. Phone Number Uniqueness: Ensure that each phone number is associated with only one donor.
23. Validate Donation Amounts: Ensure that donation amounts are valid and within expected ranges (e.g., no negative donations).
24. Verify Payment Method: Ensure that the payment method recorded is valid and corresponds to the donor’s payment method.
25. Record Transaction Dates Accurately: Always record the transaction date accurately when tracking donations.
26. Validate Credit Card Information: Ensure that credit card information, if stored, is securely encrypted and follows required validation rules.
27. Check for Duplicate Emails: Ensure that no duplicate email addresses are recorded in the database.
28. Verify Email Delivery: Use email validation tools to check if emails sent to donors are delivered successfully.
29. Verify Donor Status: Regularly update the status of donors (active, lapsed, etc.).
30. Track Refunds and Chargebacks: Accurately record any donation refunds or chargebacks to avoid discrepancies.
31. Accurate Gift Designation: Ensure that donations are correctly attributed to the intended campaign or fund.
32. Identify Errors in Donor Info: Flag and correct any inconsistent or erroneous donor data (e.g., missing zip codes or invalid addresses).
33. Match Donors with Campaigns: Ensure that donors are associated with the correct fundraising campaigns and events.
34. Monitor for Overlaps in Donor Records: Identify and merge duplicate donor records to ensure accuracy.
35. Regular Data Audits: Conduct regular audits to identify inconsistencies or gaps in donor and donation records.
36. Correct Donation Frequency Tracking: Ensure that recurring donations are tracked correctly and that changes to donation frequency are updated.
37. Keep Updated Donor Info: Periodically request and update donor contact details to ensure records remain current.
38. Track Donor Consent: Ensure consent is obtained and recorded for email communication and data processing.
39. Ensure Accurate Reporting: Verify that the data in the system matches reports and analytical outputs.
40. Accurate Tax Receipts: Ensure that donation receipts reflect the correct amount and tax implications for the donor.

Data Consistency and Standardization Rules:

41. Use Uniform Terminology: Standardize terms used across the system (e.g., “Annual Fund” vs. “Yearly Campaign”).
42. Standardize Donor Titles: Use consistent titles for donors (e.g., Mr., Mrs., Dr., or none).
43. Campaign Consistency: Use uniform campaign names and abbreviations to avoid confusion.
44. Standardize Fund Names: Ensure that fund names are standardized across all donor records (e.g., “General Fund” instead of “General Fund 2025”).
45. Use Consistent Terminology for Donation Types: Define and consistently use donation type categories (e.g., one-time, recurring, in-kind).
46. No Inconsistent Date Formats: Standardize the date format across all records (e.g., MM/DD/YYYY).
47. Standardize Donation Amounts: Use consistent formatting for currency (e.g., $100.00) across all records.
48. Standardize Communication Preferences: Ensure all communication preferences (email, mail, phone) are consistently tracked in the system.
49. Use Consistent Donor Types: Standardize donor types (e.g., Individual, Corporate, Foundation).
50. Track Multiple Campaigns Consistently: If a donor gives to multiple campaigns, ensure each campaign is accurately tracked under their record.

Data Security and Privacy Rules:

51. Data Encryption: Ensure that all sensitive donor information, such as credit card data and contact details, is encrypted.
52. Access Control: Limit access to donor data based on roles and permissions within the organization.
53. Secure Donor Data Storage: Store donor data in secure, encrypted databases to protect privacy.
54. Audit Trails: Keep a log of all changes made to donor data to monitor who made updates and when.
55. Donor Data Anonymization: Anonymize donor data for reports or research when possible to maintain privacy.
56. Adhere to Data Protection Laws: Comply with data protection laws such as GDPR, HIPAA, and others when handling donor data.
57. Monitor Data Access: Regularly monitor access logs to ensure that no unauthorized personnel are accessing donor data.
58. Regular Data Backups: Schedule regular backups of donor data to prevent loss of information.
59. Delete Inactive Data: Set policies for purging or anonymizing donor records that have been inactive for extended periods.
60. Ensure Privacy Compliance for Email Campaigns: Ensure that all email marketing adheres to anti-spam laws (e.g., CAN-SPAM Act).

Data Maintenance and Updates:

61. Regular Data Cleaning: Schedule routine data cleanups to eliminate outdated or incorrect information.
62. Update Donor Info Periodically: Reach out to donors periodically to ensure that their contact and other personal information is up to date.
63. Track Lapsed Donors: Regularly review and update records of lapsed donors to identify re-engagement opportunities.
64. Track Changes in Giving Patterns: Update donor records when their giving frequency or amount changes.
65. Ensure Timely Data Entry: Ensure that donor information and donation details are entered into the system in a timely manner.
66. Review Data Entry Guidelines Regularly: Periodically review and update data entry guidelines to ensure best practices are followed.
67. Ensure Accuracy of Donation Updates: When a donor’s status or contribution amount changes, update their record immediately.
68. Verify Duplicate Records Periodically: Run duplicate checks on a regular basis to merge records with similar or matching information.
69. Clean Up Invalid Data: Periodically remove or correct invalid email addresses, phone numbers, or addresses.
70. Log Changes to Donor Preferences: When a donor changes preferences (e.g., communication channels), ensure the system is updated promptly.

Reporting and Analytics Rules:

71. Accurate Financial Reporting: Ensure that all financial data, including donation amounts and transaction fees, is accurately reflected in reports.
72. Track Donor Retention Rates: Use data to track the retention rates of donors and adjust strategies accordingly.
73. Standardized Campaign Reporting: Maintain consistent reporting formats for tracking fundraising campaigns, including revenue and expenses.
74. Ensure Transparency in Reporting: Ensure that all data used in reports is transparent and traceable to the original source.
75. Report on Donor Segmentation: Segment donors by giving behavior, engagement, and other relevant categories for better reporting.
76. Use Accurate Gift Acknowledgment Data: Ensure that donor acknowledgment data (e.g., thank-you notes) is correctly reflected in reports.
77. Monitor Conversion Rates: Track and report on donor conversion rates from lead to donor to improve campaign effectiveness.
78. Track Non-Monetary Contributions: Include non-monetary gifts (e.g., in-kind donations) in fundraising reports.
79. Regular Report Accuracy Checks: Regularly verify the accuracy of fundraising and donor reports against source data.
80. Ensure Data Consistency in Campaign Results: Ensure that all campaign results are consistently reported across different platforms and teams.

Campaign-Specific Rules:

81. Track Campaign Lifecycles: Keep accurate records of the start and end dates for each campaign.
82. Donor Attribution for Campaigns: Ensure that donors are attributed to the correct campaign and fundraising goal.
83. Categorize Donations by Campaign: Ensure all donations are categorized correctly within each fundraising campaign.
84. Track Multi-Channel Campaigns: Ensure donations from all channels (online, mail, events) are accurately recorded under the correct campaign.
85. Update Campaign Goals: Regularly update and monitor fundraising goals for each campaign.
86. Monitor Campaign Effectiveness: Track key metrics such as engagement, donation amounts, and donor conversion for each campaign.
87. Track Donor Behavior by Campaign: Monitor how donor behavior varies across different types of campaigns and adjust strategies accordingly.
88. Log Campaign-Specific Thank-Yous: Track thank-you messages specific to campaigns to ensure donors receive appropriate acknowledgment.
89. Campaign Impact Reporting: Accurately report on the impact of each campaign and communicate results to donors.
90. Link Campaigns to Donor Records: Ensure that every donor’s contributions are linked to the correct fundraising campaigns in the system.

Donor Relationship Rules:

91. Track Donor’s History Across Campaigns: Maintain a history of the donor’s involvement in multiple campaigns.
92. Record Donor Engagement Level: Track the donor’s level of engagement with the nonprofit (e.g., highly engaged, occasional donor).
93. Monitor Donor Preferences: Record and honor each donor’s preferences, such as communication channels and giving history.
94. Capture Donor Feedback: Record donor feedback or survey responses related to their experience with campaigns.
95. Track Donor’s Volunteer Involvement: Keep records of any volunteer participation in addition to monetary donations.
96. Donor Impact Tracking: Keep a record of how donations have made an impact or what specific projects the donor’s money funded.
97. Develop Personalized Thank-You Notes: Ensure personalized acknowledgment is sent to each donor, reflecting their specific contributions and impact.
98. Log Donor Engagement Actions: Log actions such as email opens, event participation, or social media engagement linked to donor records.
99. Track Donor’s Lifetime Giving: Maintain a lifetime giving history for each donor to assess their total impact on the nonprofit.
100. Identify Lapsed Donors: Regularly identify and follow up with lapsed donors to understand the reasons behind their reduced engagement.