Email List Management Services
Manage business contact databases and export lists for use by sales and marketing teams. InfoGlobalData provides list management and other services to help businesses use data for targeted marketing efforts.
- Email address confirmation and document review
- Duplicate identification and record cleaning
- B2B customer segmentation based on business characteristics
- Structured files for use with a CRM system
How B2B Email List Management Works
Each project includes a customer-provided document and set of outcomes. The tools and processes discussed in this article can be used by customers to review their contact lists and get them ready for delivery.
Review the Source File
Examine column and field names and other data file details, including missing data, prior to analysis.
Check Email Addresses
Evaluate syntactic and domain ownership and other validation clues. Note items for follow-up.
Resolve Record Issues
Identify duplicate records. Organize and categorize records to meet client standards and other specified categorization requirements.
Prepare the Delivery File
Establish accepted input types and offer documentation and outputs for use with the accepted target system.
Email List Cleaning and Record Maintenance
Business contact information files contain incorrect and duplicate information. The following actions can help clean a business contact information record prior to other uses.
Email Address Validation
Assess address and domain information and other data points to verify that an email address. Research indicates issues with the email address but not successful email delivery.
Duplicate Identification
Compare email addresses and other contact information to company information to eliminate duplicate contacts.
Field Standardization
Apply the same format to values in your fields, including company and job title, country and postal code.
Suppression Record Handling
Retain and continue to use information obtained about opting out of or declining communications as part of other requirements under the agreement and applicable laws.
B2B Contact List Segmentation Options
Segmentation techniques allow businesses to use data to classify people into useful segments for marketing and other business purposes, such as location analysis and campaign planning. Different segmentation techniques are appropriate for different types of data.
Industry and Business Type
Group organizations by industry or available SIC and NAICS classifications.
INDUSTRY CRITERIAJob Title and Department
Segment contacts by job function, location, or other characteristics.
ROLE CRITERIACompany Size
Use information about headcount ranges and revenue ranges at other companies. Other company information may also be useful.
COMPANY CRITERIAGeographic Location
Categorize information by country, state, city, or other region in which products sell.
LOCATION CRITERIATechnology Profile
Filter companies by technology topics that are relevant to your target audiences.
TECHNOLOGY CRITERIACustom Filter Combinations
Combine criteria to define target market or account segments.
CUSTOM CRITERIAPrepare Contact Records for CRM Import
Standardized data format can make it easier to import contact information into a new CRM system. Sample data fields listed here may be importable, depending on project requirements.
| Data Field | Purpose | Review |
|---|---|---|
| Contact Name | Identifies the business contact | Missing values and formatting |
| Business Email | Stores the contact email address | Available verification results |
| Company Name | Associates the contact with an organization | Name consistency |
| Job Title | Supports role-based organization | Title formatting |
| Industry / SIC / NAICS | Supports business classification | Code format and mapping |
| CRM Record ID | Helps match existing CRM records | Identifier consistency |
| Verification Status | Records the applicable check result | Status and review date |
CRM Field Mapping
Map field names in the data set to relevant fields in the CRM. Verify and de-duplicate data in fields before loading into the CRM.
- Salesforce
- HubSpot
- Zoho CRM
CRM systems vary. Experiment with uploading a limited data set to check field mappings before uploading all records.
Data Governance, Privacy and Compliance
Before using contact information for marketing activities, establish policies regarding contact information use, access, and retention and other legal requirements.
Privacy Requirements
Research privacy and electronic marketing laws, including the GDPR and laws in some U.S. states. Considerations for complying with these laws include the types of data collected and other intended uses for the data.
Access and Retention
Limit access to files to authorized personnel. Develop procedures for transmitting files and managing the retention and disposal of files related to projects.
Suppression and Permission Records
Maintain records documenting opt-outs and other steps to determine consent requirements for communicating with consumers. Email receipt does not constitute consent.
Postal Address Standards
CASS is a USPS standard focused on address matching and standardization. CASS does not apply to email verification. Any mentions of CASS-certified email verification services need to be paired with information on the specific provider and workflow.
Cleaning and validating your mail and email lists can help improve data quality. These practices do not give you permission or other guarantees that marketing emails will reach recipients' inboxes.
Email List Management FAQs
Practical information on source-file and record-linkage challenges and use of third-party contact information.
What information do I need to audit a B2B contact list?
A document that explains how the data will be used and lists the data elements to retain would be a good first step. Specific data elements to retain vary based on the nature of the requested review and the form of the review product.
Is it possible to link existing CRM records to a contact list?
Yes, under certain circumstances, using mapping identifiers. Email and company data from CRM systems, including other field data about companies and records, can be mapped and transferred to the destination system, along with other company and record information, as needed by the destination system.
Will email verification guarantee that you can send email?
No. Address verification services can be useful. Other server-related and other problems with the receiving server or other factors can block email delivery.
Can the processed output include our existing column names?
The output follows a specific structure. The CRM may have different field names than those in the output structure. Field mapping can be used during the import process to accommodate this.
Does list cleaning provide permission to send marketing emails?
No. Cleaning and verification processes can help improve the quality of address data but do not give marketers permission to contact people. Assess applicable legal requirements for marketing permissions separately and maintain records of marketing opt-ins and opt-outs.
Does USPS CASS certification apply to email addresses?
No. CASS is an address-matching and standardization system used by USPS for mail delivery in the United States. Email verification is a different process.
Discuss Your Email List Management Requirements
Tell us more about the contact file and data quality and formatting needs to help determine what project outputs will be provided.
Request a Data Review