Key Questions Nonprofits Must Consider Before a Database Conversion

What Are My Data Governance Policies?

Data governance serves as the foundation for any successful database conversion. Before you start the migration process, establish clear policies defining how your organization manages and maintains its data. Key considerations include:

• Data Quality Standards: How do you define and enforce accurate, consistent data?
• Retention Policies: How long will you retain donor records, and which historical data needs to migrate to the new system?
• Data Input Processes: Are there clear protocols for entering donor information to prevent duplication and errors?

Without a governance framework in place, you’ll likely face confusion and inefficiencies during migration. Well-defined policies minimize error-prone decisions and ensure your data remains valuable in the long term.

Should I Use My New CRM’s Import Tools?

Most CRMs come equipped with tools to streamline data import during migration. The built-in import tools can save significant time and effort, but they’re not always foolproof. Consider these points when deciding:

• Evaluate the Quality: Not all CRM import tools are created equal. Run test imports to ensure the tool accurately translates your data into the new system.
• Support Needs: For complex datasets, you may be able to rely on vendor-provided assistance. Some platforms allow direct database access, enabling their teams to assist with challenging data sets.
• Alternatives: Independent consultants can offer expert insights but may cost more. Balance costs against the expertise they bring to avoid pitfalls later on.

Using the CRM’s built-in import tool is often recommended for efficiency, but testing and preparation are non-negotiable to safeguard data integrity.

What If Some of My Data Won’t Import?

It’s common to encounter data that simply doesn’t map well to the new database during a migration. Here’s how to handle such scenarios:

• Prioritize the New Database: Focus on aligning data with the needs of the new platform rather than forcing the system to accommodate outdated structures. Your new CRM should serve current and future organizational goals, not replicate old inefficiencies.
• Export Retired Data: Archive data that doesn’t migrate well in a format like Excel or Access. This ensures you retain access without cluttering the new CRM.
• Assess Utility: Ask whether you’ve referenced these datasets in the past few years. If the answer is no, archiving instead of importing may be the best option.

How Many Years of Donor Data Should Be Converted?

It is recommended that all existing data be preserved when migrating data. Resist the urge to archive historical data simply because it comes from years–or even decades–in the past. Historical data provides valuable insights, no matter how old it is. The only time archiving records should be considered is when the record contains no giving history or engagement.

Should I Include Lapsed Donors?

Lapsed donors (those who haven’t given in one to two years or more) represent untapped potential, and a plan for their migration should be put in place well before the conversion begins. Here’s how to handle them strategically:

• Reengagement Strategy: Before migration, segment lapsed donors and plan targeted outreach campaigns. Over a set period, send tailored communications inviting them to reconnect with your mission.
• Analyze Results: If a donor has been lapsed for more than seven years and fails to respond positively to your reengagement efforts, consider archiving their data. Everyone else, even if they have also not replied to your latest efforts, should be transferred into the new CRM.

This approach ensures your CRM focuses on engaged donors while offering opportunities to rekindle relationships.

How Should I Handle Custom Fields Containing Extensive Donor Notes?

Older databases often include unstructured, text-heavy fields filled with donor notes. These fields can include anything from family details to personal anecdotes, leading to challenges when migrating. Here’s how to address this:

• Sort and Review: Export these fields into a spreadsheet and determine the relevance of each entry. Distill essential data, such as meeting notes or important donor preferences.
• Map to Existing Fields: Depending on the system chosen, some unstructured data could be mapped to fields that did not exist in the old database but do exist in the new database.
• Create New Fields: For meaningful information, add custom fields in the new CRM. Parse the data into structured formats for easier access and use.
• Archive the Rest: Entries that are outdated or lack context should be archived rather than migrated.

By addressing donor notes proactively, you create a more organized and actionable database.

What Do I Do If Some Data Fields Don’t Translate to the New CRM?

Inevitably, you’ll discover that some data doesn’t map perfectly from your old system. This often becomes apparent during testing. When it does, follow these steps:

• Revisit Your Data Map: Identify issues in the mapping process. Can the data be repurposed into existing fields, or do you need to create new ones?
• Address Bad Data: Poor practices in the old system may lead to unmanageable data. Clean up inaccuracies before migrating or archive unusable data.
• Focus on Future Needs: Your new CRM is an investment in your organization’s future. Avoid forcing the new system into old workflows. Instead, adapt your data to meet the capabilities of the CRM.

Moving Forward with Confidence

Database conversions may be complex, but addressing these key questions ensures a smoother process. By focusing on governance, tools, and relevancy, your nonprofit can create a donor database that enhances both operations and donor engagement.

Successful migrations don’t just happen; they’re the result of strategic planning. Our team at Donor Database Experts specializes in helping nonprofits tackle every aspect of data migration, from preparation to execution.

Need help with a donor database conversion? Contact us to streamline the process and set your organization up for success.