Data Management and Submission

Organizing your data for submission to eMerge can be a time consuming task, however it's the most important step. The more you put into Data Center, the more information and results you'll get out. We encourage you to participate in the online training and to watch the TRG Video on data preparation prior to starting this task. 

Data Upload Instructions

• For step by step instructions on how to submit data into Data Center choose the appropriate data submission guide below:
  • Data Submission Guide for New Particpants
  • Data Submission Guide for Current Participants
  • Data Submission Template for New Participants (downloaded as excel file)
  • Data Submission Template for Current Participants (downloaded as excel file)

• For a template of how to set-up your data in order to submit it, check out the Data Submission Template and Sample file (downloaded as excel file).
   
• Read more about using the Data Upload Wizard below
   
• Watch a Video from TRG Arts on how to submit your data
   
• Login to eMerge to begin uploading your data

Data Upload Wizard

All organizations will use the Data Upload Wizard to add data to their eMerge account. Standard Account organizations will have access to the wizard twice a year; in August and again in January. Advanced Account participants have unlimited access to the eMerge Data Upload Wizard.

For Advanced Accounts, the wizard allows you to add "new data" to your account anytime throughout the year. As shows, exhibits, and events are completed throughout your season, you can immediately upload those lists using the wizard.

Difference between "New" and "Old" Data

When it comes to uploading data, there are two types of data; "New Data" and "Old Data". 

New Data is any data from any event, performance, admission, etc... that you've collected in the past 95 days. You can upload "new data" whenever you want as it is not required to go through the NCOA process in order to qualify for the nonprofit postage rate. 

Old Data is any data that is older than 95 days. So that 2009 subscriber list, that's old data. We recommend that you upload “old data” to coincide with the NCOA Cleanings, to help ensure the integrity of the database and so that you are in compliance with postal regulations. Data is run through NCOA quarterly.

Please refer to the NCOA schedule at the bottom of the page to find when is the best time to submit "old data". 

Hygiene Reports from NCOA Processing

The data in eMerge is run through the US Post Offices’ National Change of Address (NCOA) processing on a quarterly basis to ensure that you have the most current mailing address information. This process cleans both residential and business addresses. This not only keeps you in compliance with new post office regulations, but it helps to ensure that you are mailing to the most current address on file with the post office. Click here for a fact sheet about the NCOA Processing. 

In order to have your data processed through NCOA, TRG Arts needs to have an updated Processing Acknowledgment Form (PAF) on file for your organization. This will need to be updated annually. TRG will remind you when to update it, but its important to do so. Click here for the PAF Form. 

Get the results of your Hygiene processing

TRG Arts uploads the results of the processing to your eMerge account after each cleaning in a Hygiene Report. This report can be found in eMerge under the Reports then select the Hygiene Reports tab. Click on the Hygiene Report link and you will receive an excel file with your Good Move, Bad Moves, and Undeliverable Files. We encourage you to take this information and update it in your house database. Click here for a guide on how to intrepret your NCOA results. 

Hygiene Certificate for the Post Office

TRG Arts will send your Hygiene Certifications to your mail house. This certificate is your proof of the NCOA Cleaning performed on the data pulled from eMerge. Your mailhouse will include this with your mail pieces when they deliver it to the post office so you can qualify for the bulk mail rate.

If you don't work with a mailhouse, you will need to login to eMerge, click on Reports, select the Hygiene Tab, and select the most recent certificates to print out and bring to the post office with you.  

NCOA Hygiene Schedule for Summer 2015 through Early Spring 2016

For questions about Audience Analytics, contact Britney Hines-Boggs, Program & Sales Manager at britneyh@philaculture.org or (215) 399-3524.

For technical questions regarding uploading your data or eMerge, contact Adam Scurto, Regional Coordinator, TRG Arts at ascurto@trgarts.com or (719) 494-5176. 

Audience Analytics is supported by the Pew Charitable Trusts.