In my last blog, I wrote about best practices for entering contact reports. I'd like to take a few minutes to address what SHOULD NOT be recorded in a contact report.
As a general rule, you don't want to record anything that could potentially be embarrassing to your constituent, like their latest round of hemorrhoid treatments.
"But Tom" you say, "Aren't the health concerns of my donor relevant to fundraising strategy?"
Yes they are. If a donor is very ill, it's true that you want to give them space to recover before you try and schedule another appointment and it can be helpful to make note of that. In this case, it may be appropriate to write something vague indicating that they are not well. Phrases like "Under the weather" or "have an illness" would be appropriate, but you must avoid specifics. This is especially important in a healthcare fundraising context in which HIPAA guidelines MUST be followed.
In the case where you have a donor who wants to support a health related cause at your organization because of a family member's experience, it is fine to say that they did so because of a "loved one" or because "their family has been impacted by the disease", but it would not be appropriate to write a specific diagnosis that a loved one had received.
I've discussed in my podcast that sometimes donors will be very open with fundraisers about personal issues within their families. You may hear about "what they really think of their son-in-law", you may hear about their niece's drug problem, family issues like these should NEVER be recorded in a contact report. This is especially true at state schools who may be subject to FOIA requests.
At the end of the day, if you aren't sure, apply the Golden Rule. Would you want such a thing recorded about you at the nonprofit you support? If not leave it out, or at least make it so vague that no offense could be caused.
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