Remove Duplicates from Foundation and Grant-Making Data
✓ TestedWorks with CSV, Excel, Google Sheets → JSON-LD Schema
By dataclean.to team · 2026-02-12
Grant-making foundations track thousands of applicant organizations across multiple program areas, geographic initiatives, and funding cycles. The same nonprofit might apply as 'Riverdale Community Center', 'Riverdale Community Ctr Inc', and 'RCC Riverdale' across different program applications over several years. dataclean.to matches foundation records by normalizing organization names, comparing EIN or charity registration numbers, and clustering entries with shared contact information to produce a unified view of each grantee's relationship with the foundation.
The Problem
Duplicate grantee records undermine a foundation's ability to track its impact and manage its portfolio. When the same organization exists under multiple profiles, grant officers cannot see the total funding the foundation has provided to that grantee, potentially exceeding internal concentration limits. Application reviewers who do not realize a current applicant has received past grants may evaluate them as a first-time applicant, missing important context about previous outcomes. IRS reporting on Form 990-PF requires accurate listings of all grants made, and duplicates can lead to errors that trigger compliance questions. Board members reviewing grant portfolios with inflated grantee counts receive a misleading picture of the foundation's reach. IRS guidance on private foundation reporting requirements
How to Fix It
1
Export grantee and applicant records
Pull organization data from your grants management system across all program areas. Include organization name, EIN or charity number, address, key contact, grant amounts, program area, and application status.
2
Upload to dataclean.to
Upload the CSV. The tool normalizes organization names, matches EINs and registration numbers, and compares contact information to identify organizations that appear under multiple entries.
3
Review duplicate organization clusters
Examine groups of records that represent the same grantee. The tool shows name variations across program areas, matching EINs that confirm identity, and any differences in contact details or addresses over time.
4
Merge into unified grantee profiles
Consolidate confirmed duplicates into one record per organization. All grant histories, application records, and reporting data from the duplicate entries are combined under the master profile.
5
Export the clean grantee database
Download the deduplicated CSV and update your grants management system. Each grantee now has one profile showing their complete funding history, active grants, pending applications, and cumulative support total.
Frequently Asked Questions
How does deduplication help with IRS 990-PF reporting?
The 990-PF requires foundations to list each grantee with the total amount granted. When the same organization appears under different names, grants may be reported as separate line items rather than consolidated. A unified grantee database ensures accurate reporting.
Can it identify organizations that changed their name after a merger?
Yes. Organizations that merged or rebranded are flagged when they share the same EIN or address with a different name. The tool clusters these records so you can update the profile to reflect the current organizational identity while preserving the historical grant record.
What about fiscal sponsors that apply on behalf of multiple projects?
Fiscal sponsors are matched by their organization name and EIN. Different projects under the same fiscal sponsor are flagged as related entries. You can decide whether to track them as one grantee relationship or maintain separate project-level records linked to the sponsor.
Example: Input → Output
name
email
phone
city
status
Alice Johnson
alice@example.com
+1-555-0101
New York
active
alice johnson
ALICE@EXAMPLE.COM
5550101
new york
Active
Red rows show common data quality issues. dataclean.to normalizes and generates JSON-LD automatically.