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Andria
Andria
Rising Star
October 15, 2025

Regular Maintenances - Do you have any to add?

  • October 15, 2025
  • 11 replies
  • 791 views

Hi All! At my org we have a list of daily, weekly and monthly maintenances that we do in EA. I have shared this with a few other EA admins, and thought we could share together here! I would LOVE to hear what other kind of maintenance your org is doing (both one off and on a regular basis!) and see if I can pick up any other good habits 🙂 

 

I’ll start with a list of some of ours: 

Daily: Duplicate management

Weekly: Review custom calculated fields (they break from time to time), Check for missing OSCs, Review Targeted email meta data for accuracy (campaign, naming convention, etc),  Check for paused automations. 

Monthly: Review and update expired/failed scheduled reports with staff, audit revenue streams on source codes for accuracy, check for newly released user permissions, email subscription change/preferred update (when an unsubbed email is marked preferred, but there is a subscribed email on record - we swap that). 

Quarterly/Annually: Clean up saved lists and reports with staff, annual record reduction, database audit (provide metrics, year over year numbers, strategy insights to senior staff on DB heath and numbers not always communicated in dept/team metric reviews), Source Code organization (ensure SCs are saved under the proper parents). 

 

Please feel free to ask questions and please do share other things you all do!

Thanks!

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      Jamie Harrelson
      Jamie Harrelson
      Rising Star
      July 6, 2026

      Here are a few of our periodic maintenance items:

      • Run weekly EA/Excel process to correct capitalization issues in donor names before we send TY letters
      • Run periodic Addresses Report for donors and archive old, incorrect, or duplicative addresses
      • Run weekly search to catch records with no origin source code and apply correct codes

      How do you know if an address is old or incorrect?

      Megan--if a constituent has added an address via an Online Form, and there is an address on the record from years ago, I generally archive the older address unless we previously received notification of seasonal addresses. (This depends on whether either of the addresses was marked as “mailing.”) Also, if they add an address that includes an apartment number, and there’s a previous version that doesn’t include the apartment number (or if the older address is obviously incorrect), I archive the older one.

      This process is in addition to the regular NCOA process that we run with each mailing that we do.

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