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    Does your company have a data management policy for ADDRESS BOOK record creation?

    Hello Everyone,

    I am looking for some help! I have been tasked with standardizing the structure and format of names and addresses being created in the company address book.

    If your company has a policy/procedure that defines name and address structure, and you would be willing to share it with me I would be forever grateful!!

    Thanks!

    Adam,

    I am pretty sure we do  have a policy and documented procedure.  I have forwarded your email to our Customer Service Manager who handles the Address book.  I hope to have an answer for you some time tomorrow.

    John Sharp

    Hello John!

    Thank you for responding to my Quest post.

    Were you able to find any documentation?

    I really appreciate you helping me out!!

    Thanks,

    Adam Walker

    Master Data Controller

    The Amalgamated Sugar Company
    LLC

    Office: (208) 438-7152

    Cell: (208) 921-0852

    <u>[email protected]</u>

    Adam,

    We do not have a formal policy is what I am being told about
    our Address Book.  I do know that the first thing is to lock
    down as far as you can how many people can enter in to the Address
    Book.  Other items to be concerned with is consistency of
    entry.  This is always an area that is hard to keep track of
    unless you are diligent and either have a BI tool to generate
    consistency checks or a reporting tool that is dumping your data
    out to a .csv that can be imported in to excel to sort so you can
    quickly look for the differences.  You are looking for things
    like cities with multiple entries in your address book due to
    inconsistent entry not to a standard (Chicago, CHICAGO, chicago,
    Chicgoa, Chi, etc.).  Customers or vendors with multiple
    locations can also become problematic if they are entered multiple
    times with different customer numbers because when someone searched
    to see if they were in the system they did not see the customer
    already existed due to format they were entered in.  Here as
    well there must be very tight controls when setting up the address
    book.  In our organization vendors must be approved by our
    Director of Purchasing and Accounts Payable Manager before they
    will be added to the system.  New customers are only entered
    in by one individual who has a backup or the Manager of Customer
    Service.  They have SOPs which they use to train new
    individuals on address book entry but they are pretty basic and
    they did not want me to share them.  We use MS Word in some
    cases to create the SOPs but also have a tool called Uperform which
    can do recordings of web applications and capture every click
    giving us both a visual simulation and a written work instruction.
     We can also create test scenarios with this tool to have
    proof that individuals trained have retained the training.
     These can be by selecting answers or more useful by them
    clicking through a scenario and entering the data in the correct
    fields.

    Hopefully this has been helpful even though it was not a full
    documented procedure.  If you have additional questions please
    feel free to reach out to me.

    John Sharp
    IT Manager
    The Vollrath Company
    LLC

    Hello John,

    Thank you so much for taking the time to
    respond.

    Your response will help greatly!

    Thanks again!

    Adam Walker

    Master Data Controller

    The Amalgamated Sugar Company
    LLC

    Office: (208) 438-7152

    Cell: (208) 921-0852

    <u>[email protected]gar.com</u>

     

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