1. General Standards for Data Input

1.1. Accuracy:

• Verify all information before entry to minimize errors.
• Cross-check data with official sources, such as business cards or email signatures.

1.2. Consistency:

• Use a standardized format for all entries to maintain uniformity across records.
• Adhere to predefined naming conventions, abbreviations, and symbols.

1.3. Completeness:

• Ensure all mandatory fields, such as name, email address, and phone number, are completed.
• If certain information is unavailable, use placeholders (e.g., “N/A”) and update when data is acquired.

2. Formatting Guidelines for Each Field

2.1. Full Name

• Enter names in the format: First Name + Middle Initial (if applicable) + Last Name.
• Capitalize the first letter of each word (e.g., “John A. Smith”).

2.2. Company Name

• Use the official name as it appears on company documents or websites.
• Avoid abbreviations unless widely recognized (e.g., “IBM” instead of “International Business Machines”).

2.3. Email Address

• Enter email addresses in lowercase (e.g., “john.smith@example.com“).
• Avoid spaces or special characters unless part of the official email.

2.4. Phone Number

• Use a standardized international format: +[Country Code] [Area Code] [Local Number].
  • Example: +1 555 123 4567 for a US number.
• Include extensions if applicable (e.g., “+1 555 123 4567 Ext. 89”).

2.5. Mailing Address

• Enter addresses in the following format:
  • Street Address: 123 Main Street
  • City, State/Province: Los Angeles, CA
  • ZIP/Postal Code: 90001
  • Country: United States

2.6. Job Title

• Enter the full title as provided (e.g., “Senior Marketing Manager”).
• Avoid abbreviations unless commonly understood (e.g., “CEO” for Chief Executive Officer).

3. Additional Standards

3.1. Tags or Labels

• Use predefined tags to categorize contacts (e.g., “Prospect,” “Customer,” “Partner”).
• Avoid creating redundant or overly specific tags.

3.2. Notes Field

• Include only relevant and professional notes.
• Use a clear structure, such as bullet points, for readability.

3.3. Updates and Revisions

• Date-stamp and initial all updates to ensure traceability.
• Regularly review records to correct outdated or incomplete information.

4. Data Validation and Maintenance

• Perform periodic audits to identify and resolve inconsistencies or inaccuracies.
• Automate validation checks, such as ensuring phone numbers meet formatting standards.