RTP Meridian 2530 Meridian Parkway Suite 300, Durham, 27713

Get rid of unwanted data with these eight effective Data cleansing strategies


Today’s business atmosphere depends upon data. Organizational growth is nearly impossible if there is no tracking of operations’ various details. Business data is a far-reaching subject and includes everything from simple analytics, sales data, website traffic statistics to in-depth organizational performance reviews.

Today, more than 65% of businesses rely on CRM technology to improve their relationship with their clients. Surprisingly, over 94% of B2B companies doubt accuracy in their database. That said, it is essential to know that keeping, storing, and cleaning your database is a crucial aspect of data-driven marketing.

A robust marketing structure involves a great deal of data management. Now the question is, how confident are you about the quality of your data in your database?

Let’s consider if the data in your CRM is dated; what effect will it have on your ROI?

This makes it essential for implementing an efficient database management system that can help you zero in on the correct targets.

What makes data cleansing an essential aspect for the business?

Data quality is affected mainly by the three c’s of contact data, and once you understand this, there will likely be some data cleaning. Data cleaning can provide you with a clear picture and your distinctive situation. It will help you identify loopholes and targets thus, promoting a data-driven marketing strategy and boosting the success of your business. An effective marketing strategy depends on a unique situation. Understand your goals and expectations and your current struggles. Ask yourself how well you execute the plan.

“Without a systematic way to start and keep data clean, bad data will happen.”

— Donato Diorio

Steps for Effective Data Cleansing

  1. Execute an effective Data Quality Strategy Plan

    For every successful process, there is an effective strategic plan. So what are the best principles for data cleaning? The first step is to make an effective data cleaning plan and strategy. This can be time-consuming and quite overwhelming at first. However, start with the highest level at first. Approach your key stakeholders and survey them with the following questions to understand the next step and how to move on.

    Questions to Ask:

  2. What are the benefits of using higher quality data?
  3. How can we calculate data quality improvements and their ROI?
  4. What types of data will help in our business decisions?
  5. What is the procedure of data capturing?
  6. How and who captures the data?
  7. Are there any standards for data capturing?
  8. How to catch data errors and issues during the process?
  9. How can we standardize the data so that it is cleaner?
  10. What type of data has more errors?
  11. How to validate our data?
  12. Is there any procedure to append or combine our data?
  13. Do we currently use any automation procedure for data?
  14. Is there any procedure to test and monitor our data quality?
  15. How to assess the accuracy oWZazf our decisions based on data?
  16. Who takes the accountability of data quality?

These questions can help you see the current state of your processes and also help you understand what can be improved. Once you get all these answers, it can be easy to put together an overall plan and strategy.

2. Consider Data standardization at the Point of Entry

Creating uniform data standards at data entry is another crucial step. Screening data in the initial stage can improve its quality significantly. Also, it is easier to clean data with adequate quality than those of poor quality. Therefore, the highest ROI for data improvements can be found in the initial step.

For organizations with an embedded and strenuous data entry process implementing data, changes can be challenging. In such cases, communicating effectively and enforcing specific data standards can help attain uniformity in the organization. Ensure that the data entered meets the required standards with the help of software. This will help identify errors at their first step.

  • Data Entry Standards Document

Creating an effective Data Entry Standards Document (DES) and sharing it within the organization is one of the best practices for cleansing data. Train new employees to follow these standards and re-train existing ones as per requirement. To ensure compliance with the standards, implement certain checkpoints and software. The objective behind this is to identify inconsistencies and duplicate records or inaccurate data entered. With the help of DES, you can alert the operator or even implement software that resolves these issues automatically.

  • Validate the Accuracy of Data

Once you have set standards for the data capturing, the next step is validating it. Validation ensures that the data captured meets the required standards. It also allows you to alert your operator if any discrepancies are found and help them fix them.

Validating data helps:

  • Assess the accuracy and consistency of the data that is captured
  • Improve the overall quality of the data by alerting about the errors, duplicate records, and inaccuracies
  • Help update outdated records in data sets that are already captured.

The accuracy of the data being captured can only be measured by comparing it to another accurate source. However, the head needs to be correct. It is also essential to set realistic goals because it would be difficult to achieve 100% validation for large messy datasets. One should also consider

The cost/benefit analysis when developing your goals for data validation.

Data validation implemented right after the initial captured data could be a great strategy when real-time data capturing is impossible. In the case of large data sets, try devising an approach that can validate a small data set at a time.

  1. Add the Missing Data

After standardizing and validating the data, it’s time to append missing data. This process involves going through multiple data sources, cross-referencing them, and combining them into a final data set. The data captured through this is far more helpful and valuable to you.

This step helps you put the different puzzle pieces together for your business by providing complete business intelligence and analytics information.

  1. Apply Automation

Now that the data captured is well standardized validated, and appended, you can streamline the process even more. Applying Automation can help prevent manual errors and increase your data sets’ overall value and usability. It also buys you more time and saves a lot of money. One of the best examples of data automation is Automated database scrubbing that helps clean raw data and translates it into a clean, accurate, and error-free form. You can also reach out to automation experts who can guide you through the best ways of Automation based on your requirement.

One should remember not to use Automation at the first step as it complicate the procedure. Also, it’s always better to have a proven process before applying automation.

  1. Encourage employees to use Data Quality Practices

Regardless of a job role, every employee should follow data quality practices to become a data-driven organization. To make this possible, regular employee training on the importance of clean data and how the data processes work is essential.

Regular training will help the processes succeed, and you may also be able to notice different ideas from them on how to improve the system.

  1. Regular monitoring of the data system

 Monitoring the entire process is a crucial step to maintaining the health and quality of the data. Once Automation has been achieved, try defining some key metrics to monitor and assess the system’s effectiveness.

Make sure to identify different ways to ensure that the data captured meets the defined standards. To ensure the data sets are correct, you can also implement some test cases. For example, Backtesting can be done to achieve this.
Also, read how technographic data can help B2B businesses in improving their business outreach and scale-up growth in the best possible way.

 What benefits do you get by outsourcing data cleansing and enhancement services?

 While a good database paves the way for expansion and success, a flawed database has a terrible impact on your database in several ways, such as brand value loss, refusing sales, and unfilled objectives. To ensure you are getting hold of the right people to feed the sales line with a consistent flow of relevant prospects, you need a clean and effective database managing system and, eventually, a data cleansing service.

The world is moving in the first place, and the consistent race for success needs every business to focus more on crucial activities instead of only on digital marketing strategies.

But now the question is, what are the various types of essential business aspects are?

We are discussing establishing a sturdy marketing setup that involves a considerable deal of database management, and it is not something you have never heard of. All businesses, whether an enterprise or a start-up, must have a clear understanding of the vitality of an exact database and must contemplate it as one of the most vital assets of the business.

How to keep data clean and updated?

 In this data-driven world, all businesses should maintain and access important consumer data like contacts, purchases, preferences, and addresses. Similarly, they should record essential leads for all marketing operations and upcoming references. But with passing time, your data becomes old and archaic. For instance, phone numbers change, addresses change, and it’s not a big deal for people. But this is a big deal for businesses when they do not cleanse old data and update it with the new one.

Data cleansing services assist you in cleansing data, and updated data helps businesses with relevant analytics that brings inefficient marketing strategies and enhance sales revenues. Thus, we can see that data cleansing is vital for facilitating planned business decisions and operating systems.

Outsourcing data cleansing services to experts is one of the popular business plans. But you must be thinking, is outsourcing data cleansing an intelligent move? The whole process of cleansing data makes an organization highly confused. But in house data cleansing has its various challenges like;

  • Recognizing irregularities in data
  • Managing voluminous and complicated data.
  • Management of time and resources.
  • Funding novel tools and technologies
  • Hiring professionals

These challenges are tough to deal with, consisting of risks that no organization will ever be ready to take up. Outsourcing data cleansing is a savior that not only costs you less money but is also highly fruitful.

Let’s know about its potential benefits:

  • Enhances effectiveness and productivity:When your databases start cluttering, your productivity and effectiveness are first to suffer. By a data cleansing expert on your side, your will remain assured of perfect and updated data. This, in turn, saves your time, prohibits all risks of fraud deals and transactions, and finally boosts your productivity.
  • Decreases overall costs:Outsourcing database cleansing services helps in lowering total costs. At first, you will not have to hire a team of data cleansing experts, and second, you can make investments in various tools and technologies for cleansing data. When experts appropriately manage all your data, your whole business process becomes smooth, effective and you will make profits while reducing your costs.
  • Targets Relevant customers:A data cleansing expert cleans old data and replaces it with upgraded data so that you can target the right customer. They utilize the latest techniques in which consumer data is automatically executed, executed, and analyzed so that new and latest information is prioritized.
  • Good business decisions: Data helps businesses in their power of decision making and offers them a competitive advantage. This is the reason you must have clean and perfect data. Outsourcing data cleaning services assist you in devoting more time to other works.

So, choose the best data cleansing company that optimizes the database accuracy, streamlines the business development process, and enhances the ROI of all your efforts. They channelize your whole database smoothly and deftly so that you can run efficient marketing campaigns and increase sales.

.Data cleaning is an endless procedure. Consistent monitoring may help streamline the process.

Regular periodic checks on your data cleaning process should be considered whenever needed. Routine inspections can be conducted daily, weekly, or monthly depending on your needs and the availability of resources. Ensure that you are prepared for the changing situations in the data cleaning process and make adjustments or implement Automation in the processes. Streamlining with the process and continuous evaluation can help maintain the quality of your data.

How to calculate the efficacy of a Data Cleaning System?

Below mentioned are a few ways that can help you evaluate the success of your data cleaning system;

  • Check whether your system was able to remove the correct inconsistencies or errors?
  • Does your data cleaning system successfully use tools, scripts, and Automation?
  • Have you been noticing any improvement in the overall quality of data?
  • Are you able to make better decisions since the system was introduced?
  • Is there any positive effect on ROI, and is it saving your time and money?


 Data cleaning provides a clear vision of our organization and plays a crucial role in data-centric business activity. This article helps you understand the criticality of data cleaning, why it is essential, and how to create a successful data cleaning strategy plan and system. We have also discussed how outsourcing data cleaning can help you in your business and some of the best practices in data cleansing systems.

As you devise an effective data cleaning strategy, you may look for expert guidance to help you ensure its successful implementation. Our data experts can help transform business with your digital transformation efforts. Contact us today to uncover the true power of your data.

Check out our blog’s section to see more related articles.