Maintaining your mailing list should always involve a specific plan.  The original data entry or scan of the files should always be followed by a set of rules.   For example, be sure that specific bits of information are always entered into the same fields using the same set of rules.  If you use titles such as Mr., Dr., Mrs., etc., they should always be entered within the title field.  If the record has a business name, you will have a field just for business names.  Do not mix person’s names or addresses within the field.  Leave it blank if you have a mix of businesses and people.   Use the same rules for entering a street address.  Position your directional (north, south, etc.) within the record and use the same abbreviations for street, road, circle, etc.   Think about where you will place suite numbers or apartment numbers within the record.  It is a good idea to write your rules down and make sure that when multiple people are entering information, all are working under the same parameters.  Consistency is key when maintaining your list.       

Maintenance of your list is an ongoing process and requires attention.   This includes updating address changes, making sure address information is complete and correct and removing non-responsive names. It also may involve changing contacts within organizations.  Keeping your mailing lists current is a key to long term value of your best marketing and communications tool.  BlueGrass Mailing can help you with many aspects of list maintenance.