A Clean Database is the First Step to GDPR Compliance

A Clean Database is the First Step to GDPR Compliance

A Clean Database is the First Step to GDPR Compliance

According to a new publication, companies are being urged to put data cleanliness at the top of their agenda when it comes to getting in shape for GDPR.

Hand holding a pen over a notepad with a "To do" list written on the notepad

The new Insight Report states that clean data will not only ease the pain of compliance, but it will also give firms a significant competitive advantage as the weeks count down to GDPR adoption. We further think that the “Six P’s – Prior Preparation” idiom will kick in too. It stands to reason those who start on the right footing are more likely to carry that thought process through.

Changes are Afoot

The new General Data Protection Regulations (GDPR) will form part of UK law on 25 May 2018. The new Regulations are aimed at tightening up current data protection laws, to better protect consumers. Part of the Regulations will mean companies must keep accurate, up to date information about their customers and employees. With potential eye-watering fines for non-compliance, there’s no better time to get your ducks in a row.

In light of this, we at Data Bubble are offering a FREE, no obligation Data Quality report for your business.

What is the Process?

The process is straightforward and takes around 24 hours. What we do is run your database through a variety of industry files and this generates a report. That report will show you how accurate (or not) your database is. It will specify how it can be improved and enhanced with additional information, plus will advise the price.

water being poured onto a CD as if cleaning it - email marketing tips

The files used are:

Post Office Address File (PAF) – This is a file from the Royal Mail that will update any address or postcode elements of your database i.e. correct casing, address elements and adding on missing postcodes

Deduplication – This is a process of identifying duplicates. There are 3 levels of matching:

  • Individual duplicates – meaning same person at the same address, whether that’s at the same company or at the same home address
  • Family / contacts duplicates – meaning that you may have different people at the same address, but with different contact names i.e. brothers / fathers at the same address or multiple people working at the same company
  • Household or company duplicates – meaning there is more than one company or household on the file

Gone-Away File – Using this file, we can identify people that have moved address or gone away

New Address File  – This is where we can provide a new address of the people that have moved and paid for the Royal Mail redirection service

Deceased File & Bereavement File – These files allow us to identify people that have died

Append Service  – This is where we can append missing information to your database, such as telephone numbers, Date of Birth, profile etc

Business Database – From this file, we can append additional information such as Senior Decision Maker, SIC codes, employee size, email addresses, website, turnover etc.

Business Gone-Aways / Ceased Trading – Using this file we can identify companies that have either moved or ceased trading

New Business address – This is where we can provide a new business address for those that have moved

So what information do you need to run an audit?

The ideal information required for cleaning a B2B database is Company name, address and telephone number. Don’t worry if telephone numbers aren’t available, as business name and postcode will suffice. For a B2C database, name & address is all that is required.

What is the pricing?

To give you an overall cost is very difficult before running an audit. This is due to the fact that some files are charged on a “per record screened” basis and some are charged on a “per record matched” basis. Until we know how many records match, we can’t give a price. However, the audit is free and on a no obligation basis. Given the impending fines, you have much more to lose if you don’t have an audit than if you do!

How Secure Will My Data Be?

We operate a secure server, allowing you to safely upload your data to us and receive it back from us. No email attachments, no risk of information being mislaid or falling into the wrong hands. We are also happy to provide clients with a Non-Disclosure Agreement should they wish. We already have these in place with all of our suppliers, so your database is 100% secure.

What Do I Do Now?

If you have any further questions, or if you would like your database audited for FREE, please contact Joanne on 01274 965411 or email joanne@databubble.info

We look forward to helping you get GDPR compliant!