Virtually every business, large or small, must maintain a list of important names and addresses. At the very least, this name list contains all your current clients. Most businesses expand the "rolodex" list to include vendors and associates, and possibly even potential clients or contacts.
In today's complicated business world, most companies have turned to computers for list management - where it is called "a database". This is the type of task for which computers were invented. Unfortunately, while they can make this task much simpler, computers change the rules by which a "rolodex" list must be maintained.
ABS Data Processing works with many client provided databases. They are often poorly maintained and improperly setup. When we go to process the mailer, charges are incurred by the client to get the database "presort ready". The following suggestions can help you maintain a database that is usable and easily exported for mailings.
1) The more fields, the better. Rather than put "Mr. Larry O. Lumpy" in a field called NAME, a database is more useful if each portion has it's own field;
SAL FIRST MID LAST
"Mr." "Larry" "O" "Lumpy"
When you merge your list into a letter, this kind of breakdown allows use of the first name independently, adding a personal touch. Every database, at the bare minimum, should have fields for; First Name, Last Name, Street Address, City, State, Zip. We highly recommend the inclusion of an Street Address2, Middle Initial and Phone. They will come in handy.
2) Use Two Address Lines. While most addresses don't need a second line for the address (usually the suite or apt # are placed on the 1st line), there are many exceptions. By including an ADDRESS2 it will be there when you need, and it causes no problems to leave it blank.
3) Be Consistent! If you put the primary street address in ADDRESS and the Apt.# in ADDRESS2 - DO IT EVERY TIME. The most common mistake in databases is the random placement of information.
4) Make fields large, truncate later. Information can always be abbreviated during output, but if it was never entered it can't be used. Along these same lines, use as many fields as required. They can be removed later if desired.
5) Use Mixed Case, it's slower but pretty. Most businesses enter all their data in upper case because it's faster for Data Entry. While this is true, then the data is not as useful. If a company wants to create a nice looking mail merged letter, "Dear LARRY," looks weird.
Most software programs can easily change information into Upper Case, but that is not true of converting to back mixed case.
If your convert ABS Presort to UPPER:
ABS PRESORT
But if converted to Mixed from UPPER:
Abs Presort(and that's not right)
6) Did we mention, be consistent!
7) Minimum Punctuation. The primary reason for using a minimum amount of punctuation, it has a nasty habit of messing with database programs. The punctuation often causes unpredictable results in database programs. It is best to avoid unnecessary punctuation like the period after a middle initial. They'll figure it out.
The second reason for removing punctuation, that's the way the USPS likes it. If you are using the database primarily for addressing envelops, the removal of punctuation helps speed delivery
8) Never use the heinous "Double Quotes", and avoid commas. These two bits of punctuation cause more problems than two year old with no sleep. They love to confuse and confound kindly little database and mailing software. It can take hours to find one errant " that keeps incredibly sophisticated and hi-tech software from working properly. Instead of
Joe Cool, Jr.
for ease of use and import we recommend
Joe Cool Jr (big diff huh?)
9) Brand Name Software with Established Formats We highly recommend that you use brand name software that uses established file formats. This makes your resulting databases more compatible right from the start. Certain file formats are more common than others and are therefore more useful. Often a brand name program will use on of these common formats behind the scenes. A the very least they can export to them. (ie: All versions of ACT can export directly to a dBase III+ file)
dBase III+,IV (.dbf) - The most commonly used format for databases
MS-Access (.mdf) - Comes with MS-Office Pro version, becoming very common
Paradox, FoxBase, FoxPro
If your software will not import/export to ASCII files - GET NEW SOFTWARE.
Proper setup and maintanence of a database can save time and effort when it comes time to output the data in reports and files. That time and effort translates to dollars, especially when the data must be cleaned up before the database can be used for a presorted mailing.
The experienced staff at ABS Data Processing is always available to answer any questions you may have about databases, formats and file types. Please give us a call any time for assistance. A good database benefits everyone.
