How often do you clean your contacts database?

JorieMunroe
Inbound Professor

We’re in a data-driven era, where datasets are shared between marketing, sales, and customer service teams to increase organizational effectiveness and facilitate alignment. When you have high levels of inconsistent data, it’s not just one team taking the hit. It’s everyone. The entire company. The fallout from that bad data extends to every corner of your business that the data touches. With that in mind, how often do you currently audit and clean your contacts database? Once a month? Every quarter? Once a year? What does the process look like? Share your thoughts and current schedule.

410 Replies 410
KHernandez
Member

I currently do not work in an area that I know this but I think it depens on the business some need to do it more often than others. Quarterly may be ideal for some but may not be better for others which is why there is more options than just quarterly.

0 Upvotes
MGlenn
Member

We clean ours quarterly. 

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NBurkart
Member

Hi, I would clean the data base at least once every 3 months.

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YAdmin
Member

Our process looks at cleaning our database every half a year, however, we usually end up keeping a lot of data inside our CRM for later, and communicating only with the engaged prospects/clients.

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JfMoncada
Contributor

I think cleaning your database helps you to optimize your business performance with all of your customer, I think every quarter would be great.

0 Upvotes
Dcflegler
Member

We will go through and remove and merge accounts that need that done to them, but more often than not we keep all of the contacts that we are asigned through Hubspot. 

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SHeisselberg
Participant

Twice a year however quarterly would be iedal. 

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SHeisselberg
Participant

Twice a year, however quarterly would be ideal.

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SKuttiyan
Member

If there is an automated way that notfies a contact moved from X company to Y company that's ideal, becasue that creates an opportunity to sell to Y company becuase the person is in favour of our product. I belive updating weekly also will be ideal but its not feasible thats why Quarterly updating or AI based updating could be the options left with. 

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CWilkinson
Member

About every six months for my industry. 

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KPavel
Contributor | Partner

It depends on the size of your list but we like to do it monthly to keep it fresh for the newsletter. 

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ishabehl
Member

A

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JWright10
Participant

Around once a month is ideal as we are a small business.

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SKrause
Member

I try to do this quarterly or it can quickly get out of hand and overwhelming.

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sfarshgar
Member

in my opinion, every 6 months is fine

0 Upvotes
Yshannon77
Member

I think it would could differ, depending on the business/comapany.   We might need to update our database once a year but a client might need to do it quarterly.  The important thing is that you have a process in place, someone who owns that responsibility and a cadenace to ensure you have the most up to date database, when it makes the most sense for you and/or your client. 

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KKamlager
Member

Every 6 months in addition to regular good behaviors. It is  important to learn from what one cleans up - do we need to work harder to fill in all important fields? Do we have repetitative errors we can improve? It is also helpful to build in "clean-up" efforts after certain events: for example, send an email newsletter. Review all data including bounce backs, incomplete fields, etc. 

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EDusenbury
Member

I have yet to be in a role in which I am aware of the database auditing schedule but I think bi-annually could be considered a good strategy.

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CTrevathan
Member

My position coordinates multiple annual events.  I audit and clean those contact list annually. I do a soft clean during the year when any changes are brought to my attention.

 

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KenChis
Contributor

We have a continuous cleaning process, we try to clean our contacts database by regularly checking and cleaning different areas - clearing out inactive contacts, cleaning duplicates, etc. I've found that after you've done a big cleaning it's best to keep up with the maintenance in smaller more frequent increments - the smaller the list of records that you're cleaning or deleting, the less panic you have over those changes.

0 Upvotes
Gautambhalla777
Member

We do it every quarter .This is because our company's priorities change every quarter and this requires re-evaluation of value of our data pocessions.

0 Upvotes