Why Labor Unions Need Member Data Systems

Many large organizations – specifically labor unions – struggle trying to keep their member data updated and accessible. Without a centralized database, the most up-to-date vital pieces of information often find their way into a collection of personal spreadsheets and sticky notes rather than somewhere useful.

But what is it about a centralized database that makes it somewhere useful in the first place? Let’s take a closer look at a few of the benefits and let you decide for yourself.

Easily Remain Compliant with Ever-Changing Government Policies

It’s no secret that our government changes the rules – frequently. Labor unions in particular have witnessed Right-To-Work laws changing the way they are allowed to collect dues in a growing number of states since the 1940s¹. A centralized database can help to highlight which members are affected by these laws, allowing the leadership to enact separate collection policies depending on each state’s individual requirements.

Audit Trails

Whether you’re selling books or tracking dues payments, a clear and complete audit trail can be a life saver in the case of a government audit, but there are less obvious benefits as well. Member systems can be designed not only to track financial information, but also any changes to the member data itself. Need to know when a member’s address changed? An audit trail can provide not only when, but also who – and in some cases why.

Data Integrity

A centralized database means that every member has exactly one record. It becomes much simpler to – for example – update a member’s address if there is only one record to update. Imagine if an organization stored member data in a collection of spreadsheets or locally stored Access databases. It might take hours to locate and update every place where the address is stored. Even then, it throws the door wide open for mistakes, causing endless frustration for the unfortunate member who can’t seem to get a bill mailed to the correct address.

The example we’ve seen time and time again is that an employer sends over a spreadsheet of their current union employee data first, then the local union must go through the spreadsheet and look for edits that need to be made in their local records. Seldom are the member data edits sent onto the district or national level of the union. This lack of data integrity creates wasted postage for returned items and an even bigger issue of member disconnect.

Consistent Member Experience

Maintaining an internally accessible member database fosters a much more satisfying experience for members throughout your organization. Notes can be stored with a member’s account and shared with the next person who assists that individual. Members end up feeling far less frustrated when they don’t need to re-explain themselves with every interaction.

Web/Mobile Integration

Most modern database solutions allow for integration with your website or mobile application. Data gets fed directly into the database where it becomes instantly available to the entire organization. Once set up, member data can be updated directly from the web – often by the members themselves.

Additionally, member data can be collected and updated at special events and trade shows this way using nothing more imposing than a tablet. Our company recently did this for a union client at their constitutional convention, dozens of members discovered that their contact information was out of date with their union. The member updated their information on the tablet and within minutes their contact information was synchronized at the national, district and local union level.

Easier Training of Office Staff

With a single data entry and maintenance system, the learning curve for new hires is greatly reduced. The “write this in this notebook”, “make sure you forward this onto”, and “what was that spreadsheet named” headaches go out the window. Just login, update the information and everyone has access to the same updated information.

Security

It may seem counterintuitive, but having one centrally located source of information – even if it is made accessible throughout the organization – can be (and usually is) more secure than its alternatives. In the same way it’s easier to patch a hole than a net, having one point of failure allows you to build multiple layers of security around it, knowing your members’ data is safely stored within. In case a breach does occur, damage control can immediately kick into gear since the audit trail and server logs tell us exactly what happened and which parts of the system were affected.

Although it may be easy to imagine that centralizing the data and making it accessible (to the right people) online makes it a target, the alternative often falls to far less attractive options, whether we realize it or not. In spreadsheet offices, for example, it is not uncommon practice for sensitive data to end up on laptops which are then transported off premises – into a world where laptops are stolen on average once every 53 seconds². Furthermore, when laptops are stolen it is often difficult or impossible to know for certain which pieces of data were compromised. Organizations can also turn off access to a staff member quickly in cases of turnover or theft.

Yes, We Need a Member Data System

If you found yourself shaking your head yes while reading this article, then it likely is time to move forward with a member data system. Appletree MediaWorks is an experienced firm that offers a flexible member data system product for unions in particular, our employees are union members too, so we understand your organization’s needs. Contact us today, whether you’re a small local or a national union, we are happy to help you get your member data organized with an affordable solution that will grow with your organization.

Don’t miss the 2^nd article in this series which talks about other systems to plug into your member data system including: member dues, certification tracking and contract management.

1 http://historynewsnetwork.org/article/158734

2 http://www.channelpronetwork.com/article/mobile-device-security-startling-statistics-data-loss-and-data-breaches