FIELD NOTE · Database Marketing
A campaign export checklist that prevents avoidable mistakes
The final file deserves a different review from the database it came from.
State the purpose and population
Name the campaign, owner, extraction time, and selection rules. Record which system is authoritative for identifiers and preferences. If several files are combined, keep source and extraction information for each. A filename such as “final2” does not describe a population well enough for a later review.
Check suppression and record counts
Apply the appropriate preference and suppression rules for the actual campaign. Keep a count before selection, after selection, after exclusions, and after deduplication. Investigate unexpected drops or increases. A lower count is not automatically a successful cleanup; legitimate records may have been excluded by a mistaken join or filter.
Inspect the exported format
Open a copy of the output in the tool that will use it. Check identifier lengths, leading zeros, date interpretation, encoding, delimiters, and fields containing commas or line breaks. Spreadsheets can silently transform data. Preserve a machine-readable source copy and avoid relying on a screenshot as the only record of the export.
Test delivery and document ownership
Use a controlled test record and review the destination field mapping before a large import or send. Confirm who approves the final audience and who can stop the process. Store the file in an appropriate restricted location and remove temporary copies under the agreed retention practice. This checklist does not replace provider rules or legal requirements for a specific campaign.
Prepared with AI assistance. Examples are constructed for explanation, not reported customer results. Corrections are welcome through the contact page.
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