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Constituent Records Management (CRM) Policies and Procedures

Read on for best practices in developing a policies and procedures guide for your CRM.

Creating a Guide

If you’re on your way to implementing a single source of truth at your organization, you’ll want to map out internal procedures and policies for how you input data into your database. You should have a designated team member in charge of data quality, and they should have the authority to set cross-departmental guidelines for data capture and maintenance. You can work alongside a group of internal stakeholders to create and maintain a policies and procedures guide that documents how your organization enters and maintains records and performs database functions. Documenting this guide ensures that data is consistent while easing any transitions in your internal staffing. Some guidelines to help craft a guide are as follows:

• Identifying which fields must contain data
• Identifying which constituency codes and attributes are used—and when
• Including administrative information, such as the security policy and backup procedure
• Involving everyone in the process by dividing the manual into sections and reviewing it together
• Including a reports section listing your weekly, monthly, and annual reports and their standard parameters
• Including escalation processes for database users to follow when troubleshooting issues

Share this guide across your team and make sure that any other individuals that work with data are well versed in these standards. Use this as your go-to resource for dealing with information and remember to update its contents when new situations arise and updates occur.