The document provides guidelines for entering data and managing contacts and organizations. It outlines that a thorough search must be done to avoid duplicates when creating new contacts or organizations. All contact fields should be completed, including primary role, job title, email, and organization. Proper capitalization and spelling is required. Duplicate contacts and organizations should be merged, and changes to roles should be reported. Advanced finds for marketing must include an opt-in criteria to comply with law.

1. DATA ENTRY GUIDELINES
When creating a new contact:
 A thorough contact search must be completed before entering a new contact to ensure
duplicates are not created
 All fields must be completed to the best of your knowledge. At the very minimum no contact
should be without:
 Primary Role
 Job title
 Email address
 Organisation
 All words should be written in full for example Administrator not Admin, Human Resources not
HR
 Capital letters should be used for names and when entering Job Titles eg Curriculum Head of
Sport
 All names should be entered in full. Please no initials.
When creating a new organisation:
 A thorough contact search must be completed before creating a new organisation to ensure
duplicates are not created
 The organisation name should be written in full then with the abbreviation letters after for
example Association of Colleges (AoC) or Learning Skills Improvement Service (LSIS). This
will aid in the ability to search for organisations less likely to produce duplicates.
General Data Management:
 If you are made aware of a contact no longer at an organisation, please deactivate this contact.
This will help prevent bounce backs.
 If you come across duplicate contacts or organisation, please merge the two together.
 Alert someone in the membership department if you become aware of a Principal, or Chair of
Governor change.
When creating an Advanced Find for marketing e-shots:
 Ensure a line of your advance find is Events Email, Equals, Opted In. It is against the law to
send marketing information to people who have opted out of receiving communication.
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