A clean list and the ability to target the right audience are key elements in any direct marketing program.  HF Direct's Database Management team is responsible for list hygiene, data integrity, and mail file production as well as response measurement and modeling support.

Our Database Management team maintains quarterly updates of CASS (Coding Accuracy Support System) software developed by the United States Postal Service, as well as quarterly updates of the Direct Marketing Association’s national "nixie" files.  The "nixie" files consist of the Telephone Preference Service file (a consumer "do not call" file) and the Mail Preference Service file (a consumer "do not mail" file).  Running our clients’ database files through these packages ensures accurate mailing lists.

At the start of each project, tapes or mail lists are acquired from our client.  HF Direct's assigned Logistics coordinator meets with our Database Management team to review the tapes or mail list as well as the written data processing steps outlined in our Project Authorization documents.  The client is notified immediately if the data we receive deviates from expected parameters.

Our Database Management team then works to produce detailed Data Processing instructions, including tape input, merge/purge routines, salutation routines, householding, mailing list extractions, and postal presort optimizers.  The instructions must be reviewed and approved both internally and by the client.  Before releasing mail files, HF Direct provides the client with detailed audits to verify that the data has been processed correctly.



Neither client mailing files nor data files are maintained at HF Direct unless we are specifically requested to do so by our clients.  When we are directed to archive materials we have the capacity to archive to perpetuity.  All computer-generated artwork is archived off-site when we periodically purge our systems, but it is always available for retrieval if needed.  At the request of our clients, we may also wipe tapes clean or return them to a designated recipient.  Outside lists are typically purchased for one-time use only.



All computer systems at HF Direct are automatically backed up every business day.  Client data and material are duplicated and archived in a secure, remote location.  All personnel responsibilities overlap in order to address key personnel needs in the case of illness or unplanned employee absence.  In addition, all key employees are set up at home with virtual office computers and are able to perform all agency functions seamlessly at home.