How to Keep Your Nonprofit’s Data Clean and Optimized in Raiser’s Edge - Heller Consulting (2024)

If your nonprofit uses the fundraising platform, Blackbaud Raiser’s Edge NXT®, here’s something to consider. The data in your Raiser’s Edge system is critical to your organization. If it’s not in top shape, then your organization likely isn’t working as efficiently and effectively as it could be.

Let’s look at some key ideas and tips for keeping data clean and ready to use in your Raiser’s Edge system.

The benefits of cleaning up your data in Raiser’s Edge

It’s hard to overstate the importance of cleaning up data in your Raiser’s Edge system. Here are some key benefits of getting your data in shape:

• Greater accuracy – As staff members and volunteers have come and gone, your organization may have tracked data inconsistently in Raiser’s Edge. Over time, you might have started tracking the same types of information in different fields. Or you might have tracked different things in the same data field. You might also have duplicate data.

  By cleaning and organizing your Raiser’s Edge data, your data will be more accurate. With more accurate data, reporting as well as personalized and automated communications across your entire organization will be more accurate.

• Better performance – Only when your data is clean and organized will you truly be able to see what Raiser’s Edge do. It’s a powerful fundraising platform, and you will likely find that it’s easier to use, runs faster, and delivers better overall results when your data is in top shape.

Discover tips for saving time and improving the accuracy of your organization’s gift processing: Read the article, Improving Gift Processing for Raiser’s Edge Users

• Optimization of data across the organization – There are more opportunities than ever to use your Raiser’s Edge data across your organization’s technology ecosystem. When you can trust the vital data that’s in your Raiser’s Edge system, you can better use it within your integrated technology stack to do things like uncover new business insights, incorporate artificial intelligence (AI), and perform predictive analytics.
• Being better prepared for the future – Having your data in good shape now will put you in a better position to make technology changes in the future. For example, if you decide to move to a new fundraising or customer relationship management (CRM) system in coming years, the data migration process will be much faster and easier if your data is clean and well-organized.

Four steps to cleaning and organizing your data in Raiser’s Edge

You might think of cleaning your data as simply deduplicating records, but there needs to be more to it. The data in your Raiser’s Edge system is used across your organization for various purposes. So, it’s critically important to take a holistic approach to cleaning and organizing it.

Here are four key steps to cleaning and organizing your Raiser’s Edge data:

1. Be clear about what you want from your data.

Start by getting a strong understanding of how your organization uses data in your Raiser’s Edge system and what users across the organization are trying to achieve with the data. For example, what reports do users across your organization need to run? How is constituent data used for marketing campaigns and fundraising appeals? How are various funds tracked in the system?

2. Review your data structure.

Assess your data structure in Raiser’s Edge to make sure that it aligns with and supports your organization’s data processes and goals. Look at your Attributes, Constituents, Campaigns, Appeals, Funds, and other key data types in the system to make sure that the data codes align with your organization’s processes.

Keep in mind that this step will require time and the right people involved for decision making. Not only will you need to think carefully about implications of any changes to your data structure, but you will also need people with knowledge and authority at your organization to assess and approve any changes. This group might include Raiser’s Edge administrators, data analyst team members, and stakeholders from key functions across the organization.

3. Create clear documentation for data standards.

Write or update your data standards documentation to reflect your data structure. The documentation should set out clear guidelines for data structure, definitions of data codes, how data should be entered and used, and what processes are in place for identifying and handling duplicate and inaccurate data. Use this documentation for training new staff members and helping the entire organization stay more consistent with data management.

4. Set up a process for regular housekeeping.

Keeping your data clean is not a one-time project. Establish a regular (for example, quarterly) process for deduplicating data and checking/correcting data inconsistencies.

Keep in mind that one of the benefits of Raiser’s Edge is that it includes powerful and user-friendly tools for data deduplication, code cleanup, and global data changes that do not require a lot of technical skills to use. The key is to clearly define your data guidelines, and then use these data management tools regularly to keep your data aligned with your standards.

Take the next step with your Raiser’s Edge data

If your nonprofit would like help with cleaning, organizing, and optimizing your Raiser’s Edge data, the Heller Consulting team is ready to assist. In addition to working with Blackbaud products, our team has expertise with products from Salesforce, Microsoft, and other key technologies for nonprofits. We can help you select the right mix of tools and help you to ensure they are working optimally for your organization.

Contact us today to learn more and get started.