--- title: Standardize and Validate Your Data description: Improve your data quality and streamline data entry with this Data Entry and Standardization Cheat Sheet. image: https://blog.centralapp.us/hubfs/ComputerBlue2000.png --- ![](https://blog.centralapp.us/hubfs/ComputerBlue2000.png) ## Data Entry Cheat Sheet What’s in a name? Well, when it comes to data entry… quite a lot. You know the information you need to capture. Inputting that into your database should be as simple as typing a few words and moving on. But, without a plan, you could find yourself with more of a disaster than a database. You're working through the [steps to put your data to work for your business](https://blog.centralapp.us/clean-up-your-salesforce-data). But, if it seems like you're constantly doing data cleanup, it's time to examine how information gets entered into your system. Where do you start? By standardizing and validating your data on entry.    --- *Speaking of data cleanup, check out our how-to on [removing duplicates](https://blog.centralapp.us/how-to-remove-duplicates-from-salesforce-a-step-by-step-guide)!* ---   By making sure input is correct and consistent, your team will have a lot less work to do later. We’ve created a cheat sheet of common data entry tips to streamline the way your data comes in.  When inputting information about potential clients or customers, there are a few key things you’ll need including their name, company or organization and contact information.    ## Standardizing Name Data - All names should be input using upper and lowercase letters. - Use spaces for double first names such as Billy Joe and Bobbie Sue.  - If there is no first name, use a period (.) to satisfy the required field. - When inputting middle names, include either the full name, first initial, or leave the field blank if unknown. Do not include punctuation in this field.   - To enter last names, use the legal spelling and capitalization format if provided. For example, make sure McDonald gets entered with the lowercase “c.” - Only enter titles, prefixes (Dr, Mr, Mrs) or suffixes (III, Jr) in the designated fields —not with the first or last name. - When inputting prefixes and suffixes do not use commas, slashes, or the pound (#) sign. - Use an apostrophe symbol (') when it is part of the proper, legal name or address. - Use the “&” symbol instead of the word “and”. For example, if there are two people listed in the same line, use “John & Jane” Smith instead of “John and Jane” Smith.  ## Standardizing Company Data - Be consistent in the use of business abbreviations ("Inc" for "Incorporated", "Corp" for "Corporation", "Ltd" for "Limited", etc.).  - Write out the company name (without adding abbreviations) and double-check for the proper spelling. - Only enter punctuation in the company name and address fields if it is part of the official name.  - If the company’s name includes a number, enter the numeral rather than spelling it out.  - Do not use commas (,) or periods (.) in this field.  - Enter only full proper names in this field, (i.e. Acme Health Center instead of “Acme” or “Doctor’s Office.”)  ## Standardizing Addresses, Cities, States, and ZIP codes Organization-wide conventions and consistency are critical for addresses. A good rule of thumb is to ensure all input addresses meet U.S. Postal Service addressing requirements. Ensuring addresses are input correctly is especially important if you rely on any direct-mailing.  - Do not include commas (,), periods (.), double spaces, asterisks (*), parentheses (), quotation marks(""), colons(:), semi-colons(;), or apostrophes(‘) in these fields.   - Use the pound sign (#) to indicate a number for an apartment or suite and the slash (/) if the address has a fraction.  - Do not include hyphens or spaces between numbers and letters for an apartment or suite number (i.e. #5B).  - Abbreviate street directions and suffixes (i.e., "N Main St" for "North Main Street"). - Use the [USPS standard abbreviations](https://pe.usps.com/text/pub28/28apc_003.htm#ep538629) for secondary unit designators (i.e. Apt for Apartment or  FL for Floor.) - Always use the abbreviation PO Box for Post Office Box (no periods). - Always abbreviate states using the [standardized two-letter format](https://pe.usps.com/text/pub28/28apb.htm?q=state+abbreviations&h=State%2bAbbreviations&t=H&s=R&p=1&c=Pub28) (i.e., OH and WV). - Enter the 5-digit standard ZIP Code with all addresses.  ## Numbers and Miscellaneous Standardizations - Input birthdays in a MM/DD/YYYY format.  - For phone numbers, always include area codes and hyphens, but avoid spaces and parenthesis (i.e. 555-555-5555). - If an extension is provided, enter that number in the extension field. Don’t enter “EXT” or “X” in the phone number or extension fields.   - Always include available emails. Double-check spelling and confirm the appropriate domain (.com, .gov, .net, etc.).  - If you need to collect Social Security Numbers, enter the 9-digit number with no dashes or spaces. Do not enter place-holder text.   --- ### Ready to tackle your data clean-up? Download our free [step-by-step guide](https://www.centralapp.us/download-clean-up-your-salesforce-data-in-six-easy-steps) to cleaning up your Salesforce data.  --- Need help cleaning up your data? Work with one of our Salesforce-certified experts through our [Virtual Admin Program](https://www.centralapp.us/virtual-admin-program)!  ## Related Articles: - [Clean Up Your Salesforce Data](https://blog.centralapp.us/clean-up-your-salesforce-data) ## Related Articles [![](https://blog.centralapp.us/hubfs/Clean%20Salesforce%20Data.jpeg) ](https://blog.centralapp.us/clean-up-your-salesforce-data) [Salesforce](https://blog.centralapp.us/tag/salesforce) [Salesforce Administrator](https://blog.centralapp.us/tag/salesforce-administrator) [Data Hygiene](https://blog.centralapp.us/tag/data-hygiene) [Industry Insight](https://blog.centralapp.us/tag/industry-insight) ### [Clean Up Your Salesforce Data](https://blog.centralapp.us/clean-up-your-salesforce-data) ## 6 Tips to Improve Data Quality, Standardizeand Validate in Your Salesforce Org Data is the cornerstone of building your business. 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