Cheryl Dancey:Some questions have recently come up in our organization about when it is appropriate to update and address on a records in the database. Such as ... should identification be required to change the address? Can we change an address on a record simply as a result of returned mail and a NCOA sticker? I guess the question is what make a change valid? The questions are a result of a new policy to prevent identity theft but has left me asking questions about when it's ok to change an address. Likewise ... do you require a death certificate to mark a constituent as deceased? Can all of you Raiser's Edge gurus ... DBA's out there let me know what your policies are on changing address information in your database? Much appreciated!! Cheryl
Interesting questions - Answers may need to vary with different purpose of the org and what info is in mailings. Right now our policies relate more to how to document change in RE than when to change. May need to expand.
I do change an address based on returned mail / NCOA sticker. Have also changed it as a result of report from mailing house. I record that address source was ____ as appropriate. I have learned that the info that our mail house returns is based on first name listed (ex. John & Jane Smith - address may still be valid for Jane). Have also learned they are not mistake proof. Not sure how you could require identification is if your constituents are not local and able to provide that ID in person.
We do not require a death certificate. Most generated from obituaries and several 'older' board/committee members who know. I don't always trust a solicitor saying someone is deceased as I had one for two years telling me a business woman in our community was deceased. I knew her daughter and knew that she was 'alive and kicking'