We are a financial institution and are looking for an address management system for our non-banking activities, such as event management, will and estate administration, foundation management, and public relations.
The software should meet the following requirements:
People and addresses (10,000 - 11,000 entries)
- Private individuals with address data (postal address, telephone, email, website) national and international
- Targeted addressing of individuals depending on function, organization, and committee: personal, business
- Companies, press media, schools, associations, foundations, service providers, cemeteries, grave caretakers, etc., including contact persons with address data (postal address, digital, telephone)
- National and international formats
- Linking of addresses, e.g., between companies and private individuals
- Additional field for board letters: who signs, how is the addressee addressed
- Signature of board member D1
- Signature of board member D2
- Signature of board member D3
- Signature of board member D4
- 4 fields, if necessary, also storage of the signatures
- Freely definable and fully integrated additional fields or characteristics or attributes. Including chamber concert, Christmas, press, teachers for distribution lists in the form of keywords, fields or selection lists with multiple entries
- Plausibility and duplicate check
- Establish relationships between addresses and different perspectives
- Mailing block
Communication
- Individual letters, emails
- Personalized form letters, faxes, and emails (text, HTML, attachments, PDF)
- Letter and email templates, use of our Word letterheads, if necessary
- Acceptance and rejection links for mailings when inviting people to events
- Use of different senders (foundations, companies, contact persons)
- Opt-out link if recipients no longer wish to be contacted in mailings, including automatic processing of return mail with blocking of the address in the database
- Topic-related blocking or opt-out in the address data record
- Evaluation of email responses, e.g., received, read, or acceptance or rejection of invitations
- Communication history of contact persons, e.g., phone calls, emails, letters, etc., including notes and links to documents
Donations
- Recipient, amount, date, co-sponsor, category
- 1:N relationship with individuals or companies for contributions or donations
- Co-sponsors (1:1 relationship with addresses (donors))
- Sources (1:1 relationship to donations)
- Documentation Donation receipt, including date
- Evaluations: different perspectives of the tables, overall overview and for the respective address data record and where the sources come from
- e.g., for an association, this should be possible via communication history
Wills, inheritances, foundations
- Communication data management of wills, inheritances, foundations
Events
- Addresses link to event xy for invitations
- Event: date, location, min. or max. number of participants
- Confirmations or cancellations
- N:M tables such as events with different perspectives (evaluation)
- Number of posters or flyers to be sent for labels
Data protection
- Compliant with GDPR
- Restrictions
- Integrated obligation to provide information in readable and digital form (e.g., PDF and CSV)
- Deletion concept
- Monitoring of deletion periods
General functions
- Printing labels, name tags
- Data export – including generating various lists, such as address lists, birthday lists, labels, and name tags, including export to Excel
- Address import from web database (intrex), Excel files, and Access DB (at least for the introduction of the system!)
- Document management (cover letters, letters, faxes, and emails, press releases, inheritances, and estates
- Rights and authorization concept: tables, field level, function level
Technology
- Server installation (terminal server) – no cloud or SaaS solution
- Integrated central database with (de)centralized maintenance
- Integration into the familiar Microsoft® Office working environment (Word, Excel & Outlook)
- Oracle database system preferred; if another DB system is used, operation and maintenance must be ensured by the provider or service provider
- Multi-client capability
- Multi-user capability
20-30 software workstations are required.