Membership Database Tips

Your membership list/database is a valuable asset of your organization.  Care should be taken to keep it up to date and contain revelent information. 

When we talk about our list, it can be on paper like a card file, in a spreadsheet program, database program or a membership program.  What ever your choice, it is important to collect and store the correct data.

How the information is recorded / stored is important so that you can use the information in the future.  If the information isn't broken down, you can severely limit the ability on how to use the information.  Example:  if the entire name is in one field, and you wish to write a informal letter (mail merged) then it would take a herculean effort to extract the first name.  Take a look at your junk mail you receive and see how many different combinations of your name is out there. 

Here's some tips to keep in mind:

Member's Name - what's in a name - everything!  A member is an individual that believes in your cause and donates money to the organization.  We wouldn't want their name to be misspelled or to be incorrectly saved. 

How do you set it up?  Below is a simple list of field names (database) or column names (spreadsheet) just for a member's name.  If your membership represents a couple, you may consider separating the "name" into the two individuals resprensented by the #1 and #2 in the list.  This is a simple list.  Take a look at it and see the possibilities.  Title is for an entry such as Mr. or Dr. etc, the Suffix is for entry such as II, Sr., MD, PhD etc.  I would suggest in either format that these two fields have a pull down choice menu that way there isn't too much in the way of creativity. 

Title 1
First Name 1
Middle Initial 1
Last Name 1
Suffix 1
Nickname 1

Title 2
First Name 2
Middle Initial 2
Last Name 2
Suffix 2
Nickname 2

Member's Address - depending on the system you choose to use, having at least one physical mailing address is required.  If you have two addresses, example: member is away during the winter;  you will need to have a "code" placed into the database to indicate which is the current address to use.

This is a little less complicated.  Having room for two line address can come in very handy. In the case of State, you may restrict the entry to a choice list once again, again, it's the abbreviations that can cause havoc.  Example:  Connecticut, CT, Conn., Ct, cT, I think you get the idea.  Zip Code is also a tricky one - remember it is a text field if you are using a spreadsheet.  The zero upfront on the zip code 06611 will not be in the field if it is numeric.  As to the four digit extension - two schools of thought.  First - have the main zip code in a separate field from the four digit extension.  This method allows for simpler sorting on the main zip code.  Second - have both codes in the same field separated by a 'dash', example 06611-4444.  Sorting on the main zip code will take some extra work as you need to extract the first five digits from the field.  Here's the basic layout:

Address Line 1
Apt/Unit #
Address Line 2
City/Town
State
Zip

As you can see, there is some thought necessary in developing the name and address field.  Check back again, I'll have additional thoughts and database tips on the information that you may collect to manage your member database.