Improvements to the HQ Membership Database - DATALOADER

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Letter to Branches




No. 377/12
Ref : NOS/Records
Date: 24th May 2012


To: The Branch Secretary


Dear Colleague


Improvements to the HQ Membership Database - DATALOADER


Branches will wish to know that we have today activated a new bulk updating tool in conjunction with the membership database. Branches making use of the On Line System to view and update their records will notice changes to the data being made over the next few weeks.

Firstly, we have cleansed the system of all email addresses which we have discovered do not work. On the On Line System you will now see these faulty email addresses as “Invalid=%@%” where “%@%” is the original email address we held. This will enable Branches to obtain the correct address from members and input this onto the system.

Over the next few days we will be updating the system to include the Workplace of members where that information is supplied by the employer (e.g. Royal Mail) this information will then be updated monthly using the employer data. We will also be aligning other employers (Romec/Quadrant) with Royal Mail workplaces and removing terminology such as “Not Applicable” from this field so that when members are working – as opposed to Retired, we can start to record their workplace on the system.

We will also be updating Home Addresses in bulk where the employer provides this information. If you view the ON Line System there are over 3000 members where we have received returned mail and invalidated that address. Following the Bulk update of addresses, should any members home address contain the wording “Please provide current address” then it would be appreciated if Branches could contact the member and obtain the correct address and then enter this on the system.

All nominee details, where provided, are now correctly displayed over 39,000 having been corrected last night. Those members without a Nominee will have their record amended to state: ”please provide a Nominee Name and Address”

Should Branches have useful information that they want to add to the On Line System, such as email addresses, telephone/mobile numbers, workplaces (NOT Royal Mail – see above) or anything else that is missing from the existing record when viewed on line, then this can be sent electronically to HQ in the form of an Excel Spreadsheet, or .CSV file providing it contains at least 20 members details. For changes to less than 20 records, please use the On Line System and make the changes manually. When sending files to HQ, they should be emailed to medwards@cwu.org and the file should have column headings listing Membership Number, Surname, Forename, then any info you wish updated (e.g. email address, Mobile, etc)




Any enquiries regarding the Bulk Updates or the On Line Membership System should be addressed to Matt Edwards at: medwards@cwu.org and any queries regarding this LTB should be addressed to Ray Walsh at: rwalsh@cwu.org

Yours sincerely


John East
National Organising Secretary