Role Guide: Data and List Team

What this role is

Every conversation a cold caller has starts with a record you built. If the list is wrong, old or unscrubbed, the best caller in the world will fail, and the client may face legal risk. The data team is the foundation of the whole pipeline.

What you own

• List building: pulling property owner lists by distress type from data providers and public records.
• List stacking: finding owners who appear on two or more lists.
• Contact research (skip tracing): finding current phone numbers and emails for owners, through your client's approved provider.
• Scrubbing: removing numbers on the National Do Not Call Registry, state lists, the internal do-not-call list and known litigator lists, and identifying mobile vs. landline numbers.
• De-duplication: making sure one owner is not called by three people.
• Loading and gating: loading clean lists into the dialer and texting platform with time-zone gating and tags.
• Feedback loop: using disposition results to remove bad numbers and improve future lists.
• Reporting: list performance and KPI dashboards for the client.

Common list types

List	Who is on it	Why they may sell
Absentee owner	Owner's mailing address is different from the property	Managing from far away is hard
Out-of-state owner	Owner lives in another state	Distance, tenants, repairs
High equity	Owner has a lot of equity (for example more than 50%)	Can accept an investor price and still walk away with money
Free and clear	No mortgage recorded	Flexible on price and terms
Tax delinquent	Behind on property taxes	Risk of penalties or tax sale
Pre-foreclosure	A foreclosure notice was recorded	Needs a solution before the sale date
Probate and inherited	Owner passed away; heirs or an estate hold the property	Heirs often live elsewhere and want a simple sale
Vacant	Property appears empty	Costs money every month, risk of damage
Code violations	City issued violations	Fines and repair pressure
Tired landlord	Long-held rental, evictions, or many units	Tenant stress
Expired or withdrawn listing	Was listed with an agent but did not sell	Still wants to sell
Evictions	Recent eviction filing	Landlord stress
Divorce	Recorded divorce filing	Property must be divided
Driving for dollars	Properties spotted in person as distressed	Visible neglect

List stacking: how it works

1. Pull source lists for the client's target markets.
2. Define criteria once and use them every time (for example "high equity" always means more than 50% equity).
3. Stack: find records that appear on two or more lists. Start with 3 to 5 combined filters. Example: absentee owner plus vacant plus tax delinquent.
4. Pre-screen: flag records with many owners, corporate owners, active listings or property managers. These need special handling.
5. Rank: owners on more lists usually go first.
6. Tag each record with its stack (for example "ABS-VAC-TAX") so callers and texters can tailor their opener.

Contact research (skip tracing) in plain terms

Property records show who owns a home but rarely how to reach them. Skip tracing means using a data provider to find the owner's current phone numbers and emails.

• Use only the provider and method your client approves.
• Providers usually return several phone numbers ranked by likelihood. Keep the rank order: the first slot is usually the most accurate; later slots are more often wrong or disconnected.
• Dial slots 1 and 2 first.
• For a deceased owner, research the heirs or the estate's representative using public probate records, following client instructions.
• Never use contact data for anything except the client's permitted outreach. It is personal information.

Scrubbing: the non-negotiable step

Before any list is dialed or texted, and again every time a list is re-used:

• National Do Not Call Registry scrub, refreshed at least every 31 days.
• State do-not-call lists where they exist (for example Texas).
• Internal do-not-call list for all clients and campaigns.
• Known litigator list (people who frequently file calling lawsuits).
• Line type check: mobile vs. landline. Texts go to mobiles only, and only to permitted recipients.
• Scrub date logged on the list and in the CRM.

De-duplication and loading

• De-duplicate across lists and against the CRM, so one owner does not get three callers.
• Merge owners who own several properties into one contact with linked properties.
• Load with time-zone gating based on both the phone's area code and the property or mailing address (area codes travel with people).
• Set the calling window to the Narqix default (9 AM to 8 PM local, Monday to Saturday, no Sundays or US holidays) plus any stricter state rule.

Data hygiene: the feedback loop

Signal from callers	Action
DISC twice	Remove that number
WRONG	Suppress that number for that owner
DNC	Internal do-not-call list immediately (callers do this, you verify)
SOLD	Update ownership; suppress
New number from the owner	Add it, marked as owner-provided
High wrong-number rate on a list	Report to your team lead and review the source

KPIs that matter

Narqix starter targets.

Metric	Starter target
Lists scrubbed before loading	100%
National scrub age	31 days or less, always
Duplicate owners loaded	Under 1%
Wrong-number plus disconnect rate per list	Track weekly; investigate any list above the client's average
List turnaround (request to loaded list)	Within 1 business day for standard pulls
Disposition feedback applied	Daily
Weekly list performance report	Delivered on time

Daily rhythm

Block	What you do
Start of shift	Check in with your campaign's method, start your tracker. Check today's list requests and yesterday's disposition data.
Hygiene block	Apply dispositions: remove disconnected numbers, suppress wrong numbers, verify DNC entries.
Build block	Pull, stack, skip trace, scrub, de-duplicate.
Load block	Load and tag lists before the callers' shift starts. Confirm time-zone gating.
Reporting block	Update dashboards: dials per lead per list, contact rates, wrong-number rates.
End of shift	Log scrub dates, send report, check out.

Handoffs

You receive from	What
Client or team lead	Target markets, list types, volume needed
Callers, SMS agents, Lead Managers	Disposition codes and notes

You pass to	What	When
Cold Callers and SMS Agents	Loaded, scrubbed, tagged lists	Before their shift
Team lead and client	List performance report	Weekly
Team lead	Any scrub failure, suspected bad data source, or system sync error	Immediately

Quality checklist

• Every list scrubbed against all four lists, with the date logged.
• Mobile and landline identified; texts only to permitted mobiles.
• Duplicates removed.
• Time-zone gating set.
• Records tagged by stack.
• Yesterday's dispositions applied.

Common mistakes (and the fix)

Mistake	Fix
Re-using an old list without re-scrubbing	Re-scrub every re-used list
Changing criteria every week	Write the definitions down and keep them
Loading all phone slots at once	Dial slots 1 and 2 first
Ignoring wrong-number trends	Review weekly; fix or drop poor sources
Gating by area code only	Use both area code and property or mailing address

Escalation rules

• Immediately: a list was loaded without a scrub, internal do-not-call data looks missing or corrupted, a client asks you to remove a do-not-call entry, or data seems to have been shared outside the campaign.
• Same day: a list's wrong-number rate is far above normal, sync errors between dialer and CRM.

Check yourself

1. What is list stacking, and why does it help?
2. Name the four lists every record is scrubbed against.
3. How often must the National Do Not Call scrub be refreshed?
4. Why do we gate calling times by both area code and address?
5. What do you do with a number marked DISC twice?

Answers

1. Finding owners who appear on two or more distress lists. More signals usually mean more motivation, so callers reach better owners.
2. National Do Not Call Registry, state lists, internal do-not-call list, known litigator list.
3. At least every 31 days, and before every re-use.
4. People keep their phone numbers when they move, so the area code may not show their real time zone.
5. Remove that number.

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