- We know that many of our customers want to do direct mail campaigns to advertise their services or products.
The informatio below is provided to assist your personnel or the mailing-house you use, to get the best results and minimize wasted time and money.
In order to keep our prices as low as they are, we provide you all of the data that is available, including some data that may not be usable. These include: records that have an “Active Status” but have not been updated in several years; and those that have been suspended with a Status = 2, “Dissolved” Status 6, etc.
We attempt to normalize, clean up the raw data as best we can and also replace individual names in the Agent “A” records with the company names of Management Companies, Developers and Law Firms, etc… where we have them listed in our other databases. We also update the firm’s address where we have a more current one. By providing you the “STATUS” codes and last file date “FILEDATE” we provide you with critical indicators to help you manipulate our data to suit you needs.
1. Contact the President: To reach the Presidents of self-managed associations and those that are managed, but the president’s address is not the management company’s, we recommend you select the “P” records set and do the following:
a. Eliminate all duplicate addresses. Please note that In doing so you will remove those addresses belonging to management companies, developers, law firms, etc.
b. In the remaining, set retain only those records that have a Status Code = 1 and 2. Even though the CID may be suspended the CID still physically exists and removal of the suspension may be in process.
c. Create a new set of “P” records.
d. Using the new set retain only those records that have FILEDATES between 01/01/03 and 12/31/05. This is a three (3) year window and the probability of reaching the individual listed, unless they have moved out of the community, is very good. If you wish to use a smaller FILEDATE window you may - for example FILEDATES between 01/01/04 and 12/31/05, inclusive provides a two (2) year window.
If you have a sophisticated data management program you will be able to combine the above steps.
- 2. Contact non-management company Association agent: In self-managed associations the "Agent" will normally be another Board member and even the President. To reach the agent of self-managed associations, we recommend you select the “A” records set and do the following:
a. Eliminate all duplicate addresses. Please note that In doing so you will remove those addresses belonging to management companies, developers, law firms, etc.
- b. In the remaining, set retain only those records that have a Status Code = 1 and 2. Even though the CID may be suspended the CID still physically exists and removal of the suspension may be in process.
- c. Create a new set of “A” records.
- d. Using the new set retain only those records that have FILEDATES between 01/01/03 and 12/31/05. This is a three (3) year window and the probability of reaching the individual listed, unless they have moved out of the community, is very good. If you wish to use a smaller FILEDATE window you may.- for example FILEDATES between 01/01/04 and 12/31/05, inclusive provides a two (2) year window.
• How do you want to spend your marketing time with Community Association managers?