RE Migration & Exclusion Codes

Shawn Silva

Good day! New user here - we are in the midst of a Raisers Edge migration so we're preparing much of our data for scrubbing/cleaning.


Scanning the discussion board - I'm wondering if anyone else can share their own best practices or a blog/discussion they might've come across that helps bridge the gap on establishing a set of rules behind solicitation-exclusion codes?


We have a list currently, but an opportunity for improvement depending on how specific this list should be framed.


Thank you!

Joanne Felci 2

Hi Shawn,

I guess it depends on what is important for your constituents/organization


In the past we have used the following solicit codes:


Do Not Mail


Do Not Solicit


Do Not Call


Do Not eMail


We typically use solicit codes for exclusions and an attribute for inclusions (such as eMail only, EOY mailing only, Event eMail only, etc.)


How long is your list?  What are you trying to get down to?


Joanne

Nancy Slyter

Shawn Silva:

Good day! New user here - we are in the midst of a Raisers Edge migration so we're preparing much of our data for scrubbing/cleaning.


Scanning the discussion board - I'm wondering if anyone else can share their own best practices or a blog/discussion they might've come across that helps bridge the gap on establishing a set of rules behind solicitation-exclusion codes?


We have a list currently, but an opportunity for improvement depending on how specific this list should be framed.


Thank you!

Hi Shawn, 


We went through a similar scrub last year. When I started our org did not have very good rules built out for solicit codes and there wasn't good notes to why they were removed from a mailing etc. So I established new rules that would roll out with the new fiscal year and implemented them. (you can also role out new calendar year) If you are able to see that the solicit codes date a year back, I would honor them Three years or older, perhaps reach out and attempt to renew.


You could pull a query/list of anyone who is a Do Not Solicit and send them a warm fuzzy email letting them know in an effort to scrub your database you are verifying that they still wish to remain as an opt out subscriber...with the option to come back into the fold. I would include some cool things coming up in your org to tempt them to rejoin. Below are some suggestions for coding. They can be as simple or as complex as you need them to be.

Do Not Solicit (Mail or Email) – No Communications at all mail or email

Unsubscribe from E-communications – responding to e-blasts. Continue to hard mail

Do Not Mail – A donor requests no mailings. Continue to email newsletter/blasts

One solicitation annually - Year End letter only – Major Donors

Do Not Contact – Donor/Prospect does not wish to engage with organization any longer

Once you've coded your constituents, you can use the codes to exclude constituents from Mail functions/exports/lists, blasts etc.


I hope this helps!

Nancy Slyter

 

Crystal Bruce

Shawn Silva:

Good day! New user here - we are in the midst of a Raisers Edge migration so we're preparing much of our data for scrubbing/cleaning.


Scanning the discussion board - I'm wondering if anyone else can share their own best practices or a blog/discussion they might've come across that helps bridge the gap on establishing a set of rules behind solicitation-exclusion codes?


We have a list currently, but an opportunity for improvement depending on how specific this list should be framed.


Thank you!

Discussion moved to the Raiser's Edge Community. Thanks!

Joanne Felci 2

I'd also suggest documenting what each code means/how it is to be used - like Nancy did

Shawn Silva

Joanne Felci:

Hi Shawn,

I guess it depends on what is important for your constituents/organization


In the past we have used the following solicit codes:


Do Not Mail


Do Not Solicit


Do Not Call


Do Not eMail


We typically use solicit codes for exclusions and an attribute for inclusions (such as eMail only, EOY mailing only, Event eMail only, etc.)


How long is your list?  What are you trying to get down to?


Joanne

Hi Joanne - thanks for the reply! We've got about 16 exclusion codes but they're some-what high level. Searching online we've come across lists that get more specific such as 'Do not call [After 5pm, during the day, weekends only, etc.] So I was curious to know what the consensus were of other teams using the same list that we could take a look at.

Shawn Silva

Nancy Slyter:

Shawn Silva:

Good day! New user here - we are in the midst of a Raisers Edge migration so we're preparing much of our data for scrubbing/cleaning.


Scanning the discussion board - I'm wondering if anyone else can share their own best practices or a blog/discussion they might've come across that helps bridge the gap on establishing a set of rules behind solicitation-exclusion codes?


We have a list currently, but an opportunity for improvement depending on how specific this list should be framed.


Thank you!

Hi Shawn, 


We went through a similar scrub last year. When I started our org did not have very good rules built out for solicit codes and there wasn't good notes to why they were removed from a mailing etc. So I established new rules that would roll out with the new fiscal year and implemented them. (you can also role out new calendar year) If you are able to see that the solicit codes date a year back, I would honor them Three years or older, perhaps reach out and attempt to renew.


You could pull a query/list of anyone who is a Do Not Solicit and send them a warm fuzzy email letting them know in an effort to scrub your database you are verifying that they still wish to remain as an opt out subscriber...with the option to come back into the fold. I would include some cool things coming up in your org to tempt them to rejoin. Below are some suggestions for coding. They can be as simple or as complex as you need them to be.

Do Not Solicit (Mail or Email) – No Communications at all mail or email

Unsubscribe from E-communications – responding to e-blasts. Continue to hard mail

Do Not Mail – A donor requests no mailings. Continue to email newsletter/blasts

One solicitation annually - Year End letter only – Major Donors

Do Not Contact – Donor/Prospect does not wish to engage with organization any longer

Once you've coded your constituents, you can use the codes to exclude constituents from Mail functions/exports/lists, blasts etc.


I hope this helps!

Nancy Slyter

 

 

Thanks for your time crafting such a detailed response - very helpful! I will take this back to the team to discuss it further, thanks again!