Top Three Methods to Clean and Maintain Mail Lists

Written By Brooke Schumann

Maintaining a clean mail list is essential for effective communication and cost savings. Here are the top three methods Schumann Printers suggests publishers use when cleaning their data:

1. Standardizing Data Fields

Steps:

  • Separate Fields: Ensure names, company names, addresses, etc., are in their respective fields

  • Consistent Formatting: Use uniform formats for all of your mailing records

  • Field Validation: Implement rules to check data meets the required format

Benefits:

  • Increases accuracy

  • Qualifies for discounted mailing rates

  • Enhances efficiency

2. Cleaning Data for Accuracy

Steps:

  • Spell Check: Correct spelling errors in names and addresses.

  • Remove Spaces and Non-Printing Characters: Eliminate extra spaces, tabs, and non-printing characters; avoid unnecessary punctuation.

  • Fix Numbers and Number Signs: Standardize account numbers, expiration dates, zip codes, etc

  • Remove Extra Fields: Only provide your mailer with fields you need to print on the address labels, including any codes or messages you need printed

  • CASS Certification: Use CASS software to standardize addresses and verify accuracy

Benefits:

  • Improves deliverability

  • Ensures professional appearance

  • Reduces waste

3. Updating and Validating Lists

Steps:

  • Delete Bad Records: Remove outdated or incorrect entries

  • Use the NCOA: Update addresses using the National Change of Address database

  • Regular Audits: Conduct periodic audits to correct errors

Benefits:

  • Ensures accurate mail delivery

  • Saves costs by reducing waste

  • Enhances targeting effectiveness

By standardizing data fields, cleaning data for accuracy, and regularly updating lists, publishers can ensure efficient, cost-effective, and accurate mailings.

Brooke Schumann
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