The process for cleaning up your potentially bad records relies on a back-end engine that runs through your database every night. This engine runs through your entire system and finds and flags records that fit the criteria we’ve created to identify a likely bad record. That criteria at present is the following:
- A record with no first name, last name, zipcode, city, or email address.
- A record with no first or last name and an invalid zipcode.
- A record with no first or last name and an email address that has bounced and has not been removed or corrected.
- A record with no first or last name and an invalid email address (e.g. firstname.lastname@example.org).
The back-end identification process will identify the records that fit the above criteria and flag them as ‘likely’ bad records. It will notify you via a series of dashboard items. From there, it is up to you to confirm that they are to be removed and take action to remove them. The system makes it very easy to remove the records. Simply go the page for cleaning up bad records and check all records to be removed, then save.
The only automatic action the bad-records engine will take is in the case of a bounced record. When the engine finds a bad record where the email is bouncing, it removes the email from all email lists. This action is designed to prevent a user from inadvertently and repeatedly emailing to bouncing email accounts.
If you notice a set of bad records that are not being captured by this automated process, please attempt to identify the common characteristic that could be used to identify them and post that enhancement request to the “Share an Idea” section of the support system.