This document provides tips for getting a CRM database ready for GDPR compliance. It recommends combining all data sources, removing duplicate and unwanted contacts, conducting a "spring clean" to verify contact details and obtain consents, enhancing data by gathering interests and issues, using segmented data for targeted communications, and keeping the database updated on an ongoing basis. It also advises planning for GDPR compliance starting immediately, with specific tasks to complete each month leading up to the May 2018 deadline.

1. GDPR
How to get your
CRM database into shape
Simon McNidder, CRM Database Consultant, Database First Aid Limited
Simon@DatabaseFirstAid.com I www.DatabaseFirstAid.com I 07919 566 655

2. Contents
• What do you want to achieve?
• Tip 1: Find all your data
• Tip 2: Combine all your data lists and duplicated contacts
• Tip 3: Spring Clean your database
• Tip 4: Enhance the targeting abilities of your data
• Tip 5: Mining your newly ‘segmentable’ data
• Tip 6: What to do with new contacts
• Tip 7: Keeping your data in ‘Tip-Top’ condition
• GDPR – On the positive side
• GDPR – When to get ready for it

3. What do you want to achieve?
• Spot opportunities with your data?
• Implement CRM?
• Send marketing emails?

4. Tip 1: Find all your data
You have more data than you think, like…
• Accounting system
• Marketing and email database(s) / list(s)
• Outlook / Excel / Word
• Piles of Business Cards
• Website response forms
• Social Media accounts (e.g. LinkedIn)

5. Tip 2: Combine all your data
• Delete as many unwanted lists as possible
• Delete as many unwanted contacts as possible
• Standardise the columns in your lists
• Add lists together (or use software)
• Remove / combine duplicated contacts

6. Tip 3: Spring Clean your database
• Send contacts a ‘are your details correct’ email
• They update their details
• You will need to send reminders
• Include a field “Yes, I wish to receive email
communications from you on xyz” & “Yes I wish to
receive SMS messages from you” etc. for each type of
communications you send
• Send letters to those without emails (or bounced) to
capture email address and opt-in
• Check your best contacts have opt-ed in

7. Tip 4: Enhance your data
• When Spring Cleaning, ask your contacts to indicate
what topics they are interested in
• Also ask them “what issues are you facing in the
next 12 months”

8. Tip 5: Using your data
Imagine wanting to send an email on a topic…
• Search your CRM Database for those indicating an interest
• Remove contacts you don’t want (e.g. seniority, location)
• Ensure people who have not opted-in are excluded
A very responsive list in 15 minutes….

9. Tip 6: What to do with new contacts
• When meeting them, ask if OK to add their details
• Send them a ‘welcome email’
• You are then ready to send them emails

10. Tip 7: Keeping up-to-date
• Delete unwanted contacts
• Do not collect data you won’t use (fax)
• Do an annual ‘Spring Clean’
• Always send a ‘welcome note’ (automated if you can)
• Ensure staff use your database the same

11. GDPR – Look on the positive side
• Opted-in contacts respond more
• Spring Cleaning shows you which contacts want to
interact with you… and which don’t
• Your contacts get less junk mail, so your emails
have less competition

12. GDPR – When to get ready for it
• Tomorrow Start planning
• July Tell your staff your plan
• August Find all your data sources
• September Delete the lists you do not need
• October Put all your lists into the same format
• November Add all your contacts onto one list
• December Combine all the duplicated contacts
• January Remove unwanted contacts
• February Send your Spring Clean
• March Send your Spring Clean reminders
• April Follow-up with key contacts
• May Relax and read stories about GDPR panic