Database Management Services

Capital Business Systems, Inc. provides Database Management Services to help companies organize and mine their client data and information requirements.

  

Professional Services Include:

  

 

Data Sources: (back)

The data management process often begins with your company submitting data from one or more sources currently being housed in some form in your organization, and/or data files purchased from a list vendor or other source.

 

Your Database: (back)

Capital will import your files and create a standard structure based on all data elements provided.  Our experience allows us to create a database that has built-in flexibility, so that as new data arrives we can respond to any new characteristics.

 

Merge/Purge Process: (back)

Next, the data from multiple sources will be merged together into one comprehensive database. 

We then will consult with you to create a functional match key.  This will consist of pieces of a client’s name, address and company.  This is what is used to De-Dupe your database.  The de-duping process is semi-automatic.  It works by “deleting” any records that are an exact match based on the full name, address and company.  Then, using the match key, it organizes all of the data onto a screen with the matches grouped together.  We then select the record we want to delete.  Typically, the first time a de-dupe is done, you may want to simply delete all records that are matched.  Then, as new data arrives, we would do the semi-automatic method in order to insure they are duplicates and then select the best record based on visually evaluating the pairs.  Although the duplicated are deleted from the database, they are always copied to another table in case they need to be re-called for any reason.

 

Data Cleansing: (back)

We keep an updated database of U.S. States, Cities and Zip codes, so we can check your database for obvious problems.  Then for a comprehensive evaluation of you addresses, including changes of address, zip plus 4 etc, we have a vendor to complete the process if needed.

Sometimes you want to mail one piece per company, but the company name is not consistently spelled from one client to the next.  To solve that problem, we have created an algorithm that can match companies when they are spelled nearly the same.  To supplement that, we have another algorithm that ranks titles, so that you may send to the highest title in the company if desired.

 

Database Maintenance: (back)

You may not need us to provide any further service, and we would then send you the resultant database along with some statistical reports and counts and erase it from our computer.

On the other hand, we can house your database, keep it backed up, and keep it confidential.  We would then be in the position to provide output files as needed, and merge/purge more in-coming files as they become available.

 

Reports and Data outputs: (back)

When it is time for you to use your data, we can query the database, searching for data in virtually limitless combinations.  For example, you may want to do a “pull” of clients in a region, or by some data coded on the record, or by some date, etc, or any combinations.

Then we send you the selected table in any form that works best for you.  Very often a spreadsheet format works best.  We can also provide the selected data on labels or other print media if desired.

Along with the tables, we will provide reports of counts, typically crosshatches of your tables.  For example, you may want to know how many records were selected for each state.  Or, how many were selected for each state cross referenced by some data code, etc.

 

Data Entry: (back)

We have retail clients who have shoppers fill out information cards that we key into the database.  We also have magazine publishing clients who have their subscription request cards mailed directly to us for data entry into their database.

 

 

 

ID

Name

Title

CompName

Address

Address2

City

State

Country

Postal

Telephone

Fax

EMail

1

Sharen Maxx

Pres

Widgets Inc.

112 Testir Street

Apt 101

Los Angeles

CA

 

90025

 

 

test@aol.com

2

What A Name

VP

 Wysiwyg Data

224 Tape Drive

 

North Hills

CA

 

91343

 

 

xyz@aol.com

3

This Guy

Mgr

 

123 Disk It

 

Long Beach

CA

 

90810

 

 

 

5

Another Client

CEO

 

12345

# 221

Los Angeles

CA

 

90057

 

 

 

6

Mary Sue

VP

 

29

Apt 21

Venice

CA

 

90291

 

 

 

7

Joe Smithy

 

 

4567

 

Holt

NY

 

11210

 

 

 

8

Margo Right

 

 

78910

 

Manila

NJ

 

07111

 

 

 

9

Robert Sameers

 

 

8484

 

Wiser

CN

 

06123

 

 

 

10

Sue Benny

 

 

258

 

Santa Monica

CA

 

90405