The good data guide

Overview 

This guide is intended for those working with the Brand, Digital and Creative Production (BDCP) team at Loughborough University on personalised print production, and mailing campaigns.  

For example these include items such as postcards, certificates, name badges. In the past data has been a key part of the design and distribution of the Open Day pre-visit postcards and Results Day Golden Ticket.  

Accurate data is crucial for products to be produced and the campaign to be effective. Incorrect data can be embarrassing to the institution, look unprofessional or could mean the item not reaching the intended recipient.

File format 

Please supply data as CSV (Comma delimited) (*.csv) files containing a single sheet only. Additional sheets of data will need to be provided as separate documents and named clearly for easy identification. 

Please note that the data file supplied will be deemed as final and correct for production.  

Column headers / field mapping

Give clear headings to each column in the spreadsheet as we will use this to match to the placeholders in the data merge artwork document. This ensures that the correct data is pulled into the appropriate sections during the data merge. For example, first name, last name.  

It gives us far more flexibility if you provide title, first name and surname as individual columns of data. 

Remove any filters or hidden columns so data is not included in error. 

Formatting

Maintain consistent formatting for names, addresses, and any other information to ensure a professional and polished appearance in the printed documents.  

Make sure your spreadsheet uses tables and includes a header column.

Data entry validation

Implement validation checks during data entry to catch errors in real-time and ensure that only valid information is included in the data merge.  

Line breaks

Remove line breaks from content as only the first line of multi-line content will import. This is often an issue from content that is copied and pasted into spreadsheet cells. 

Data accuracy

Before sharing for production, verify the accuracy of names, addresses, and other personal information to avoid printing errors  
and ensure that each recipient receives the intended communication.  

Check for and highlight use of special characters such as umlauts and accents. Sometimes these are substituted with random characters mid-word.

Remove duplicates

Eliminate duplicate records to prevent the generation of redundant documents and to maintain a streamlined and organised mailing list. This also reduces print and postage costs.  

Delete any blank columns or rows.

Data completeness

Ensure that all necessary fields required for mail merging are included, such as titles and preferred names for each recipient.   

Version control

Maintain version control via incremental file naming (e.g. V1, V2 etc.) to track changes made to the spreadsheet as you carry out the checks outlined above. This will help ensure that the correct version of the data is shared with BDCP for data merge.

Data security

Safeguard sensitive information, such as personal addresses, by restricting access permissions and password protecting the spreadsheet to maintain privacy and compliance.  

To ensure compliance with GDPR guidelines, data should never be shared on email and instead a OneDrive link should be used.  

Remove data that is not needed, for example, if only the first name is needed do not supply email address, telephone number etc.  

Deadlines

A mail merge job requires accurate data in advance of any design or production work commencing. Where data is delayed the design, production and delivery turnaround will need shift to accommodate this. 

Contact information

Please provide us with two contacts when sharing the data so queries can be resolved where there are cases of annual leave or sickness.

By focusing on the above, you are helping to support a quicker design and print production process. You will also enhance the accuracy and professionalism of your printed materials generated through mail merging. This advice will help in ensuring that each recipient receives error-free communications from Loughborough University.