LVD Guidelines - Last Verified Date and tips on when to delete a member
Here are some guidelines and instructions for managing the LVD process:
Background: Letter to DPCA Leadership introducing the Guidelines:
Guidelines for Last Verified Date Setting and Deleting Members | |||
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General Guidelines | |||
Last Verified Date |
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Verification implies that you can confirm the member is still living in the country. The Last Verified Date is the date that they or you last confirmed they are still a DA member living in your country. It does not mean that you are confirming that all their contact information is correct although that is desirable. | |||
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Delete Member |
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Deletions implies the member is no longer a member of Democrats Abroad anywhere in the world. A member should only be deleted if (1) they asked to be removed completely from DA, (2) they have passed away, (3) they moved back to US and do not want to be a member of the US Alumni group, (4) they are a duplicate of a member already in the database, or (5) it is determined they are not a US citizen. | |||
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Example Scenarios | OK to Verify | OK to Delete | Comments |
Snail Mail sent and not returned | No | No | The person may have died but family still lives there. The person may have moved and the new resident just trashed the email. Postage was not paid for returned mail. |
Snail Mail sent and returned | No | Depends | Delete if their email is on-hold AND there are no working phone numbers; e.g., their phone number has been disconnected or clearly belongs to someone else.. |
An email does not bounce | No | No | A working email does not imply that the person still lives in the country. |
Receive email with country contact info in the signature | Yes | No |
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Receive email (or other indication) that they have returned to USA | No | Depends | Check first to see if they would like to remain on the US Alumni group and receive global emails before deleting. If yes, then follow the membership manual instructions on how to move people to the USA. |
Respond to an email | Depends | Depends | If the response implies they are still in country, then OK to verify. |
If an answering machine answers and includes the person's name | Yes | No |
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If answering machine answers and does not include the person's name | No | No |
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Complete Robo Call where the member verified they were a member by their response | Yes | No | Note: People who answer CallHub calls have their Last Verified Date automatically updated |
Person wrote that they moved to another Abroad country | Yes | No | Follow the membership manual instructions on how to move people another country. |
You know the person and that they live in your country | Yes | No |
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The person attends a DA meeting or event | Yes | No | If a person RSVPs for an event posted on our website, their Last Verified Date is updated automatically |
The person put a "I plan to Return" date when they joined that has passed | No | No | Many people stay beyond their planned return date so should still contact them |
You read or hear about their death | No | Yes | Assuming it is from a reliable source |
You have no working email, no valid address, no working phone number, and cannot find anything current about them on Google | No | Yes | If there is no way that DA can contact a person, they should be deleted |
They asked to stop receiving emails | Depends | Depends | If their email says they moved back to US, delete them. If they opt-out, ask if they are willing to receive phone calls or letters. If they want no communication from us, delete them. If they still want to be a member, just no emails, and confirm they still live in your country, then OK to verify them. |