What is data cleanup?

    Data cleanup is going through the records a business already has and making them correct and consistent: merging duplicates, filling in missing fields, fixing spelling and formats, and removing what is out of date. I do this in CRMs, spreadsheets and shared drives, then write down the naming and entry rules so the same problems do not build up again. I work remotely from Moncton, Canada.

    For businesses whose reports are unreliable because the records behind them are inconsistent.

    This usually happens gradually. Records build up over the years, different people enter information in different ways, a system gets replaced, and eventually the reports stop matching what the team expects.

    • You have the same customer in the system three times and your team is unsure which record is current
    • Your reports are wrong and you suspect the data rather than the report
    • A tool migration left half the fields empty or in the wrong place
    • Files are spread across five places and finding last year's contract takes twenty minutes
    • You are about to buy new software and want to move only clean records into it
    • The person who understood how things were named has left the business

    What usually needs sorting out.

    Duplicates

    The same person or company entered more than once, often with different spellings, so counts are wrong and follow-up goes out twice. I find them, agree with you which record to keep, and merge the rest without losing the history attached to them.

    Empty and half-filled fields

    A field that is blank on half your records cannot be filtered, segmented or reported on. I fill in what I can from information you already hold, and flag what needs to be requested.

    Inconsistent formats

    Phone numbers may be written in four formats, dates in two, and company names with and without Inc. These small differences affect sorting, matching and any automation that reads the field. I make them consistent.

    Out-of-date records

    Bounced addresses, closed businesses and contacts who left years ago make your numbers look larger than they are and can raise per-contact pricing. I archive or remove them with your approval.

    Files you cannot find

    Shared drives often grow without a plan, with three folders that mean the same thing. I build a structure that matches how your work runs, then move files into it.

    No rules for what comes next

    If nothing changes after a cleanup, the same problems usually return within a year. I write down the rules for naming and entry so the next person enters records the same way.

    Where I do this work.

    I do the same work in whichever system holds your records.

    CRMs

    • Keap
    • Infusionsoft
    • HubSpot
    • GoHighLevel
    • Little Green Light
    • Monday

    Spreadsheets and databases

    • Google Sheets
    • Excel
    • Airtable

    Files and documents

    • Google Drive
    • SharePoint
    • Dropbox

    Moving data between them

    • Zapier
    • Make
    • CSV import and export

    What the work covers.

    • A first pass through the records to show you what is there, before anything is changed
    • Duplicate detection and merging, with a rule for which record wins
    • Filling in missing fields from information you already hold
    • Standardizing formats: names, addresses, phone numbers, dates, company names
    • Removing or archiving records that are out of date, with your sign-off on the rule
    • Folder structures for shared drives, and moving files into them
    • Bulk entry of new records from forms, lists or exports
    • A short written note covering the naming and entry rules, so the next person follows them

    What it looks like in practice.

    Before a CRM migration

    Cleaning the records first means you only pay to move the ones worth keeping, and the new system starts with accurate data rather than years of duplicates.

    Before a reporting build

    A dashboard depends on the fields it reports on. I standardize those fields first so the report shows accurate numbers.

    After someone leaves

    When the person who knew the filing system leaves, I work out how things were named and organized, then set up a structure the rest of the team can follow.

    As a regular tidy-up

    I review the records monthly or quarterly to merge new duplicates, fill in missing information and keep everything usable.

    Related work.

    Organizing Operational Documents in a Shared Drive

    I reorganized a telecommunications company's shared-drive environment around active work, templates, historical records and technical resources.

    Read case study

    Consolidating Membership and Sponsorship Reporting

    I reviewed reporting needs and redesigned a HubSpot dashboard to bring membership and sponsorship information into a clearer visual layout.

    Read case study

    Organizing Document Matches for Human Review

    I built a tool to search a large document collection against a defined checklist and organize potential matches into a review dashboard.

    Read case study

    Common questions

    Data Entry & Cleanup FAQ

    It depends on how many records there are and what condition they are in, so I review them first and give you an estimate before we start. A single spreadsheet can be a day. A CRM with years of history behind it is usually a few weeks, done in passes so you can see progress.

    No. Everything is backed up or exported before a single record changes, merges keep the history from both records, and anything I am unsure about gets flagged for you rather than deleted. You sign off on the rules before I apply them at scale.

    Yes, and that is usually how it works. I work in batches, tell you which records are being touched and when, and avoid the parts of the system in active use at that moment.

    Both. Some clients want one larger tidy-up, and others want me to keep entering new records so they stay consistent. Ongoing entry is usually part of a monthly arrangement rather than a project.

    Access to the systems where the records are kept, and half an hour to tell me which fields matter to you and which do not. Most of the decisions after that I can bring to you as a short list rather than a meeting.

    A cleanup is usually quoted as a fixed price once I have seen the size of it, so you know the cost before the work starts.

    Other ways I support businesses

    CRM & Marketing Operations

    Pipelines, automations and workflows once the records underneath are right.

    Explore CRM & Marketing Operations

    Business Reporting & Dashboards

    Reports that pull from your own data instead of being retyped each month.

    Explore Business Reporting & Dashboards

    Admin & Operations Support

    The recurring admin work, including keeping records up to date.

    Explore Admin & Operations Support

    Tell me about your records.

    Send me a rough idea of how many records there are and where they are kept. I will tell you what the cleanup involves and what it costs before you commit to anything.

    Book a free call

    The booking page shows my available times, so you can choose one straight away. If you would rather write first, send a message through the contact page and I will reply within one business day.

    Tell me what you need help with, and I will suggest where to start.

    Book a free call