# CRM data-audit worksheet | 121 CRM > Assess what data is useful, trustworthy and lawful to retain. Use this practical, editable-on-page structure with instructions, a fictional example and clear review limits. Assess what data is useful, trustworthy and lawful to retain. This template provides a compact working structure, prompts for the information that matters and shows how Harbour Learning might complete it. It is guidance, not proof of legal, commercial or operational sufficiency. ## CRM data-audit worksheet at a glance Fictional completed example for Harbour Learning, an independent training provider. ## Capabilities explained ### Import and export Moves supported records through structured files, with mapping and validation needed before relying on the result. **How it works:** Stores or organises supported business data under configured fields, permissions and record rules. **Why a business would use it:** Supports controlled migration and operational extracts when the data is prepared and reconciled. **Limitations:** The platform does not make imported, duplicated or incomplete data accurate without review. Bulk migration requires mapping and reconciliation; do not treat a completed import as proof of accuracy or reversibility. **Human responsibility:** A data owner must define the record model and resolve quality, ownership and access exceptions. ### Duplicate management Uses account rules and review steps to reduce or resolve repeated contact records. **How it works:** Stores or organises supported business data under configured fields, permissions and record rules. **Why a business would use it:** Keeps teams from following up with the same person through conflicting records. **Limitations:** The platform does not make imported, duplicated or incomplete data accurate without review. **Human responsibility:** A data owner must define the record model and resolve quality, ownership and access exceptions. ### Custom fields Adds structured fields to supported record types so a business can capture information it actually needs. **How it works:** Stores or organises supported business data under configured fields, permissions and record rules. **Why a business would use it:** Replaces important notes and spreadsheet columns with searchable, reusable data. **Limitations:** The platform does not make imported, duplicated or incomplete data accurate without review. **Human responsibility:** A data owner must define the record model and resolve quality, ownership and access exceptions. ### Audit logs Records supported user, account and settings activity for filtering and operational review. **How it works:** Controls agency or sub-account configuration that determines access, packaging, governance or billing. **Why a business would use it:** Helps an administrator investigate changes and maintain accountability. **Limitations:** Availability and control depth depend on agency plan, role and current account configuration. **Human responsibility:** An authorised administrator must review, approve and audit material changes. ## Complete the crm data-audit worksheet in a short working session Bring the people who understand the source work and the people who will own the result. Complete the first version with evidence to hand, then test it rather than polishing it in isolation. ### Set a narrow scope Name the process, team, data population and decision covered by this crm data-audit worksheet. Create another record when the owner, purpose or risk is materially different. ### Use observable wording Write facts, rules and expected results that another person can inspect. Replace words such as “quick”, “complete” or “automatic” with a time, population, event or named responsibility. ### Record uncertainty Mark missing evidence and unresolved decisions openly. Do not turn an unknown entitlement, data condition or approval into a positive answer simply to complete the sheet. ## The four parts of this crm data-audit worksheet The prompts are deliberately small. Add a field only when it changes configuration, testing, ownership or a later decision. ### 1. Dataset and owner Describe dataset and owner for the exact scope being reviewed. Include the source of the information, the person responsible for keeping it current and the evidence that would show the entry is wrong or incomplete. ### 2. Required fields Describe required fields for the exact scope being reviewed. Include the source of the information, the person responsible for keeping it current and the evidence that would show the entry is wrong or incomplete. ### 3. Quality issues Describe quality issues for the exact scope being reviewed. Include the source of the information, the person responsible for keeping it current and the evidence that would show the entry is wrong or incomplete. ### 4. Retention or exclusion decision Describe retention or exclusion decision for the exact scope being reviewed. Include the source of the information, the person responsible for keeping it current and the evidence that would show the entry is wrong or incomplete. ## A completed extract for Harbour Learning Harbour Learning uses the template for one bounded CRM change. The example is intentionally modest: it shows the quality of a useful entry without suggesting a universal answer. ### Dataset and owner The team wants one agreed record and owner for website enquiries received during working hours. Success means each valid enquiry has a source, owner and dated next action. ### Required fields Amina owns the working definition; Sam covers absence. The office team can edit the record, while managers can review exceptions and results. ### Quality issues The team tests five ordinary examples plus a duplicate, an opt-out, missing information and an unassigned record. Every mismatch is logged for correction. ### Retention or exclusion decision A person reviews the result after two weeks. Activation or wider use proceeds only if the sample reconciles and staff can handle exceptions without a private workaround. ## Treat the template as a decision record, not a certificate A completed worksheet helps people inspect their reasoning. It does not itself establish compliance, product availability or a successful implementation. ### Check the evidence Ask whether every important statement has an identifiable source and whether that source covers the current scope. Recheck vendor capability and account configuration separately. ### Test the handover Give the record to someone who did not write it. If they cannot explain the owner, rule, exception and next action, revise the wording before relying on it. ### Set a review trigger Review after a failed test, material process change, supplier change, new channel, altered responsibility or evidence that staff are bypassing the agreed method. ## Frequently asked questions ### Can we use this crm data-audit worksheet without changing it? Use the structure as a starting point, but adapt the scope, fields, evidence and approvals to the real process. Delete prompts that do not affect a decision and add only those you can maintain. ### Is the crm data-audit worksheet a legal or compliance template? No. It is an operational planning aid. Obtain appropriate professional advice where the work involves legal, regulatory, contractual, clinical or other specialist obligations. ### Does completing the crm data-audit worksheet confirm a 121 CRM entitlement? No. Product features and account availability must be checked against the live configuration and agreed commercial scope before implementation. ### Who should approve the completed crm data-audit worksheet? The person accountable for the affected process should review it with the people responsible for data, configuration, customer communication and exception handling. ## Related CRM pages - [/crm/guides](https://121.direct/crm/guides) - [/crm/guides/crm-implementation-checklist](https://121.direct/crm/guides/crm-implementation-checklist) - [/crm/templates/field-mapping](https://121.direct/crm/templates/field-mapping) This Markdown alternative contains public product information only. It provides no access to CRM accounts, records, credentials or payment execution.