Define purposes and minimum fields
List the operational decisions the database must support, then collect only the information required. Member, parent, volunteer, alumni and sponsor relationships may need different fields and consent expectations.
Clean and document the starting data
Combine authorised sources carefully, remove obvious duplicates and record how each contact entered the system. Do not import old lists merely because they exist if their purpose or permission is unclear.
Assign ongoing governance
Nominate owners for access, corrections, exports, retention and committee handover. Regular maintenance makes the database more valuable while reducing the risk created by unmanaged copies in personal accounts.
Questions
Frequently asked questions
What fields should a member database contain?
Use the minimum details needed for membership, communication, relationships and agreed club services.
Can old spreadsheets be imported?
Only after checking ownership, purpose, consent, accuracy and duplication.
Who should administer the database?
Authorised roles with a documented need, clear responsibilities and an access-review process.