Data hygiene en database onderhoud

Vuile data kost geld: gemiddeld 30% van tijd wordt verspild aan searching for info, dealing met duplicaten, en fixing errors. Teams met schone databases zijn 40% productiever en sluiten meer deals.

Data hygiene is geen eenmalige taak - het's een ongoing discipline. Deze guide toont je exact hoe.

Waarom duplicaten ontstaan

• Naming variations: "John Smith" vs "Smith, John" vs "J. Smith"
• Multiple teamlids adding same contact
• Import van verschillende bronnen
• Typos in email/phone
• Company contacts vs personal contacts

Prevention strategies

1. Search before creating (altijd!):

• Use Tesoro's global search (Cmd/Ctrl+K)
• Search by email (most reliable)
• Search by phone number
• Check recent adds (could be colleague's)

2. Naming conventions:

• First Name | Last Name format (gescheiden velden)
• Capitalize properly: "Carlos García" niet "carlos garcia"
• No titles in name fields: "Carlos" niet "Mr. Carlos"
• Company names consistent: "Inmobiliaria López S.L." altijd hetzelfde

3. Email/phone standards:

• Email always lowercase: "[email protected]"
• Phone international format: +34 600 123 456
• Validate before saving

Detecting duplicates

Weekly duplicate scan:

• Run Tesoro's duplicate detection tool
• Review suggested matches (fuzzy matching)
• Check same email/phone different names
• Look voor recent adds with similar info

Red flags voor duplicates:

• Similar names + same company
• Same email domain, different contacts
• Identical phone numbers
• Viewing history overlap

Merging duplicates safely

Pre-merge checklist:

1. Identify primary record (meest complete/recent)
2. Review all data van beide records
3. Check open deals attached
4. nietify team if shared contacts

Merge process:

1. Select primary record (keeps ID)
2. Select secondary record (to be merged)
3. Review which fields to keep
4. Confirm merge (irreversible!)
5. Verify result - check niething lost

Post-merge:

• Update any external references
• nietify teamlids who worked met contact
• Document in notes: "Merged from X on [date]"

Daily (5-10 min)

• Check nieuwe contacts voor completeness
• Update status tags na belangrijke interacties
• Add notes to conversations
• Quick scan voor obvious duplicates

Weekly (30-45 min, vrijdag afternoon)

• Duplicate detection run
• Review en merge duplicates (target: <5 per week)
• Update stale tags (remove outdated)
• Complete missing required fields
• Archive inactive contacts

Monthly (90-120 min, eerste week)

• Deep database cleanup:
• Review all contacts zonder activity >90 dagen
• Archive lost/won deals
• Delete/archive spam/invalid entries
• Review custom fields usage - remove unused
• Export database backup
• Generate data quality report

Quarterly (3-4 hours)

• Major database audit:
• Review ALL tags - consolidate similar
• Standardize naming across board
• Review segmentation strategy
• Team training on data standards
• Update documentation