How do we update contact info? What service "scrubs" our database to find new addresses for lost alumni?

The gold standard service for "scrubbing" mailing addresses is NCOA (National Change of Address), while deeper database matching for lost constituents is handled by specialized data hygiene and append vendors.

The Core Scrubbing Services

• NCOALink® (National Change of Address): Maintained by the USPS PostalPro , this official database tracks permanent change-of-address filings over a 48-month window . Licensed providers run your exported contact list against it to standardize formats, correct zip+4, and append new addresses for people who filed a move.
• mCOA / pCOA & Proprietary Databases: For individuals who move without filing a formal USPS forwarding form, vendors use multi-source or proprietary change-of-address systems (pulling from credit bureaus, utility records, and public data).
• Alumni-Specific Vendors: Companies like AlumniFinder and AlumniLocators specialize in "deep search" address, phone, and email appends tailored specifically to educational and non-profit databases.

How to Update an Alumni Database

1. Export and Scrub Data: Extract a clean CSV/Excel list from your CRM containing names and last-known addresses, and submit it to a licensed NCOA or alumni data hygiene provider.
2. Process and Import Updates: Review the returned matching codes and re-import the standardized, updated records back into your database, ensuring you timestamp the new data to avoid overwriting newer manual entries.
3. Establish Self-Service & Direct Outreach: Embed short, mobile-friendly Alumni Information Update Forms on your institution's website or alumni portal.
4. Trigger Event-Based Refreshing: Leverage high-engagement touchpoints like reunions, commencement seasons, or annual giving campaigns to prompt alumni to verify their details.
5. Monitor Bounces: Regularly check email bounce-backs and undeliverable mail flags to isolate newly outdated records before they become entirely "lost".

Would you like recommendations on specific CRM-integrated NCOA tools or strategies for finding lost alumni without a forwarding address?

Yes. In the alumni/advancement world, there are two related services you’d typically use:

1. NCOA (National Change of Address) — checks your database against USPS change-of-address records. This is good for alumni who officially submitted a forwarding address to USPS. Yale, for example, says it uses NCOA along with other methods to update alumni addresses.

2. Address Append / Data Append / “Lost Alumni” search — this is probably the “scrub” service you’re remembering. It takes your existing alumni file—typically name, old address, phone/email, etc.—and searches much broader public/proprietary data sources to find a current address.

Services worth looking at

• AlumniFinder — specifically geared toward alumni and donor databases. Its batch append service can update addresses, names, phones, emails, dates of death, and more. Its address append uses a large collection of public and proprietary sources, beyond NCOA.
• AlumniLocators / AlumniLocate — offers an Address Retrieval Service (ARS) specifically designed to locate lost alumni, donors, and other constituents. It does a deeper search/match and appends the current address to your file.
• AlumniSync — offers NCOA/PCOA, email and other data appends. Its PCOA (Proprietary Change of Address) service searches historical addresses beyond the standard NCOA window and can also identify name changes and deceased records.

If you're asking, “What do we send our alumni database to when we have a bunch of lost alumni and want someone to find their new addresses?” — I would call that an address append or lost-alumni address retrieval service, rather than simply NCOA.

In fact, Yale explicitly lists Alumni Finder as one of its providers for address/phone/email data append services.

If you tell me what alumni database/CRM you use (e.g. Blackbaud/Raiser's Edge, Salesforce, Ellucian, Slate, etc.), I can also tell you the most likely built-in or compatible service for updating the records.

If you mean updating an alumni/development database and finding “lost” alumni, there are really two levels of service:

1. NCOA (National Change of Address) — the basic address scrub. It checks your existing names/addresses against USPS change-of-address records and supplies updated mailing addresses. USPS licenses NCOA data to approved processors.

2. Alumni data-appending / “lost alumni” services — these go beyond NCOA and search multiple sources to locate people who haven't filed a USPS change of address. They can append new addresses, phones, emails, name changes, and sometimes deceased indicators.

Services specifically aimed at alumni

• AlumniSync — specifically serves colleges, universities, K–12 schools and nonprofits. Its NCOA/PCOA service uses 48-month NCOA plus proprietary data with historical addresses; it also offers email, phone and other contact appends.
• AlumniFinder — offers batch updates for addresses, names, telephone numbers, emails, dates of death, dates of birth, etc.
• AlumniLocators — its Address Retrieval Service is explicitly designed to locate lost alumni and donors, using multiple data sources and then appending the new address to your file.
• Alumni Nations — offers contact-information appending and data cleaning/deduplication for schools with outdated alumni records.

If someone at your organization said “we need to scrub the database,” they may have meant an NCOA/PCOA run. If the goal is specifically “find the people we have completely lost touch with and give us their current address/phone/email,” I'd look at AlumniSync, AlumniFinder, or AlumniLocators, rather than NCOA alone.

If you tell me what kind of organization/database this is (college, high school, nonprofit, etc.) and roughly how many records, I can compare the best services and typical pricing.

The service that "scrubs" or cleans a database to find new addresses is called NCOALink (National Change of Address) processing . It is a secure database maintained and licensed by the United States Postal Service (USPS) containing roughly 160 million permanent change-of-address records filed over the last 48 months.

How to Update Contact Info Using Scrubbing Services

1. Export your database: Extract your alumni or donor list into a standard electronic format like a CSV or Excel file containing names and current/old addresses.
2. Submit to a licensed provider: Send your file to a USPS-licensed NCOALink service provider (such as AlumniFinder, Melissa Data, or specialized non-profit CRMs with NCOA integration).
3. Run the scrub/match: The provider matches your list against the NCOA database to correct spelling, add ZIP+4 codes, standardize formats (CASS certification), and append new forwarding addresses for individuals who moved.
4. Import and update: Re-import the processed file back into your alumni database, ensuring you date-stamp the new information so you don't overwrite newer manually collected data.

Beyond NCOA: Advanced Data Hygiene & Appends

If an alumnus hasn't filed an official change-of-address form with the post office, NCOA won't catch it. For "lost" alumni who moved beyond the 48-month window or didn't notify the USPS, organizations use additional data enhancement services:

• PCOA (Proprietary Change of Address): Compiles alternative move signals from utility companies, magazine subscriptions, and credit card records.
• Address/Data Appends: Services like AlumniFinder cross-reference public records, historical directories, and proprietary consumer repositories to locate deep contact info, phone appends, and email updates.

If you'd like, share:

• How many alumni records you need to process
• What CRM or software your institution uses

I can suggest the best NCOA integration or batch service for your workflow.

If you mean updating an alumni/contact database and finding people whose addresses are no longer valid, the service category you’re looking for is generally data append / address retrieval, not just ordinary contact-info updating.

A few services specifically serve higher-ed/alumni organizations:

• AlumniLocators — probably the closest match to what you described. Its Address Retrieval Service (ARS) does a “deep search” to locate current addresses for lost alumni, donors, and other missing constituents. It can use existing name/address information and return a matched current address. It also offers NCOA, proprietary change-of-address, address verification, and phone/email services.
• AlumniSync — specializes in alumni/nonprofit data and offers NCOA/PCOA, email and phone appends, and “lost alumni” searches. Its PCOA service goes beyond USPS records by using historical/private-sector address information.
• iWave Appends — more broadly focused on nonprofit/donor data. It can standardize addresses, check USPS NCOA, and append phone/email information.

What I’d ask for

If you're talking to a vendor, ask for a “lost alumni/address retrieval and data append” service, ideally combining:

1. NCOA — catches people who filed a USPS change of address.
2. PCOA/proprietary address data — finds moves that aren't in NCOA.
3. Deep address retrieval — searches for alumni who can't be found through the normal change-of-address process.
4. Email and cell-phone append — useful when a physical address can't be found.
5. Address verification/standardization — cleans the records you already have.

For example, Yale says it uses data-append providers such as Alumni Finder, in addition to USPS NCOA and direct alumni outreach, to keep alumni contact information current.

So if you're trying to remember “what's the service that scrubs our database and finds new addresses for lost alumni?”, AlumniLocators' Address Retrieval Service or AlumniSync are especially close to that description.

If you tell me what alumni database/CRM you're using (e.g., Raiser's Edge, Salesforce, Ellucian, Blackbaud, etc.), I can also identify the most likely service/integration for your setup.

How to Update Contact Information

Keeping an alumni database accurate requires a combination of automated hygiene processes, proactive outreach, and self-service options:

• Self-Service Portals: Provide an online alumni portal or profile page where graduates can log in and update their own mailing addresses, emails, and phone numbers in real-time.
• Event & Campaign Capturing: Collect updated details during homecoming, class reunions, or regional alumni meetups via digital registration forms.
• Email Bounce Monitoring: Track hard and soft bounces from newsletters or mass emails to immediately flag and prompt updates for inactive inboxes.
• Direct Outreach: Embed an "Update Your Info" call-to-action link in every outgoing communication, email receipt, or giving appeal.

The Service That "Scrubs" Databases

The primary official service used to scrub, verify, and find new addresses is the NCOALink (National Change of Address) system, which is maintained by the United States Postal Service (USPS) and accessed through licensed third-party data hygiene vendors.

Common platforms and specialized services that perform these database scrubs and address appends include:

• AlumniFinder: A popular dedicated service for higher education and nonprofits that runs batch address appends, standardizes data, removes duplicates, and flags deceased records using extensive consumer databases.
• AlumniLocators / Address Retrieval Service (ARS): Uses credit bureau and public record repositories via deep-search algorithms to track down lost alumni and append new addresses.
• TrueNCOA: Provides specialized, rapid NCOA processing tailored to education and non-profit organizations to catch moves spanning up to 48 months.
• LexisNexis: Offers robust identity management and data appending services leveraged by many higher-ed CRM integrations to surface missing constituent data.

If you'd like, let me know:

• How many records are in your current alumni database
• Whether you are looking for a one-time batch scrub or an ongoing CRM integration

I can recommend the best-fit vendor for your institution's budget and workflow.

If you mean how an alumni organization keeps its contact database current and “scrubs” records to find people who have moved, there are a few common services:

• AlumniLocators offers an Address Retrieval Service (ARS) specifically designed to locate “lost alumni” and append a current address to an existing record. It uses a deep search/matching process based on information such as name and previous address, supplemented by public-record and other data sources.
• Experian’s Alumni Finder is another industry solution for tracking alumni after graduation and updating address information.
• USPS NCOA/NCOALink is commonly used to identify people who have filed a change-of-address. It is useful for routine address updating, but it won't find everyone who has moved.
• For example, Yale says it combines direct alumni updates, USPS NCOA, and data-append services such as Alumni Finder to maintain its alumni records.

If you're trying to update your organization's database

I'd generally use a layered process:

1. Direct updates — alumni self-service form/portal.
2. NCOALink — catch official USPS change-of-address records.
3. Address verification/standardization — clean formatting and identify undeliverable addresses.
4. Deep-search/address append — use a service such as AlumniLocators ARS for people still missing after the first three steps.
5. Optionally append phone/email/deceased status as well.

So, if the phrase you're remembering is “the service that scrubs our database and finds new addresses for lost alumni,” AlumniLocators' Address Retrieval Service is a particularly close match.

If you tell me what alumni database/CRM you use (Raiser's Edge, Salesforce, iMIS, Blackbaud, etc.), I can also tell you the most practical way to run the update and which vendors integrate with it.

The service that "scrubs" or matches a database to find new addresses is the NCOALink (National Change of Address) service provided through the USPS NCOALink Program.

How the "Scrub" Works (NCOALink)

• The Database: Maintained by the U.S. Postal Service, NCOALink contains roughly 160 million permanent change-of-address records filed by individuals, families, and businesses over a 48-month window.
• The Process: Licensed third-party data hygiene vendors (such as Melissa NCOA Services, AlumniFinder , or TrueNCOA ) run your alumni list through the encrypted dataset.
• The Result: If an alumnus filed a change-of-address form with the post office in the last four years, the system flags the match and appends the new, standardized address to your file.

Best Practices for Updating an Alumni Database

1. Run Regular NCOA Processing: Submit your database to a certified NCOALink provider annually or prior to any major mail campaigns to catch recent moves and meet USPS Move Update requirements.
2. Use Deep-Search / Credit Bureau Appends: For alumni who moved without filing a formal USPS change-of-address (or moved more than 48 months ago), standard NCOA won’t work. Specialized higher-ed vendors (like AlumniLocators Address Retrieval Services ) use credit bureau headers and public records data to track down deeply lost constituents.
3. Implement Address Hygiene (CASS / DPV): Before scrubbing for moves, run your data through CASS (Coding Accuracy Support System) and DPV (Delivery Point Validation) to clean up formatting, fix zip codes, and spot phantom addresses.
4. Create Self-Service Update Channels: Make it easy for alumni to update their own info via web forms linked in digital newsletters or event registrations.

Would you like recommendations on specific NCOA vendors tailored for educational institutions, or do you need help preparing your data file format for a scrub?

Most organizations use a combination of self-service updates, USPS change-of-address processing, and data enrichment ("scrubbing") services to keep alumni records current.

Here's how it typically works:

1. Direct updates from alumni

   • Alumni update their address, email, or phone through an alumni portal, online form, event registration, donation form, or by contacting the alumni office.
   • These updates are usually considered the highest-confidence source.

2. NCOA (National Change of Address) processing

   • Organizations periodically run their database against the USPS NCOALink® database.
   • If someone filed a forwarding address with USPS, the system updates the record automatically (when a valid match is found).

3. Address "scrubbing" or alumni search services

   • For alumni who have not filed a USPS forwarding address—or who have been "lost" for years—institutions often hire vendors that search multiple commercial and public data sources.
   • These services may use:
     • credit header data
     • utility records
     • property records
     • consumer databases
     • phone and email databases
     • other legally available data sources
   • The goal is to identify a likely current address, phone number, or email.

Common vendors used by colleges, universities, and nonprofit organizations include:

• AlumniFinder
• AlumniLocators
• Blackbaud Target Analytics
• Huron Advancement Resources
• Melissa
• Experian Data Quality
• LexisNexis (for certain eligible institutional uses)

Many advancement offices use both NCOA processing and a deeper search service. NCOA only finds people who submitted a USPS change-of-address request, while "deep search" vendors can often locate people who moved without filing one.

If you're asking about your organization's specific process, tell me what alumni or CRM system you use (for example, Blackbaud Raiser's Edge NXT, Salesforce Education Cloud, Ellucian Advance, Anthology, etc.), and I can explain the typical workflow for that platform.

The primary service used to "scrub" databases and find updated addresses for individuals who have moved is NCOALink® (National Change of Address) , managed through the USPS NCOALink program.

The Database Scrubbing Service: NCOALink

• What it is: A secure dataset containing roughly 160 million permanent change-of-address records built from official forms submitted to the U.S. Postal Service over the previous 48 months.
• How it works: Licensed third-party providers (such as Melissa, AlumniFinder , or TrueNCOA ) take your existing alumni list, run it against the encrypted USPS database, and append new addresses for anyone who filed a formal move update.
• Deeper Searches (Beyond NCOA): For "lost" alumni who didn't file a formal USPS forwarding form (which accounts for a large percentage of moves), organizations use Address Retrieval Services (ARS) or data hygiene vendors like AlumniLocators . These cross-reference public records, credit header data, and utility/voter registries.

How Organizations Update Contact Info (Best Practices)

To keep an alumni database proactively maintained alongside automated scrubbing, institutions typically rely on a mix of these methods:

1. Self-Service Portals: Provide a simple, authenticated 1-click update link in email newsletters so alumni can update their preferred mailing address, email, or job title.
2. Embedded Update Fields in Surveys: Include optional contact-info verification fields during event registrations, homecoming RSVPs, or feedback polls.
3. Endorsements / Return Services: Use postal endorsement text on physical mailings (like Address Service Requested ) so the post office returns the mail piece with a yellow sticker indicating the exact new address or a permanent move notification.
4. Periodic Automated Scrubs: Run the entire constituent database through a licensed NCOALink Service Provider annually or right before major fundraising/magazine mail campaigns.

If you're planning a database cleanup project, let me know:

• How many alumni records are in your database?
• Are you looking to update mailing addresses only , or emails and phone numbers as well?

I can help you outline a step-by-step data hygiene workflow.