How to Choose the Right Data Cleaning Tool

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Farah Kim • February,2023

Choosing a data cleansing tool is a difficult task, considering there’s so much ambiguity when it comes to data problems. Consequently, companies are at a loss when choosing a tool to clean unstructured, dirty, or poor data. Most end up purchasing tools that are designed for advanced data management functions, only to realize later it was not the right fit.

So what are the key factors to consider when buying the right tool for cleansing your data?

Here are 10 important considerations to help you figure out how to choose the right data cleansing tool. 


Here goes.

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Know What You Want From a Tool

It’s crucial to know what you want from the tool.


For example, do you need total data management or an instrument that performs precise data matching to eliminate duplicates? Furthermore, do you want to unify different data sources in addition to merging and cleaning data sets?


It’s not necessary to have all the answers but it is always helpful to know what you’d like to accomplish with the tool. You can determine this by asking some fundamental questions:

  • Are my records accurate and valid? Is it complete, accurate, and up-to-date? If you’re looking to ensure that your data is in order, you’ll need a program that is equipped with powerful data profiling abilities. 
  • Do I want to have a singular view of my multiple sources of data? If you’re trying to join records, eliminate duplicates, and make a single view, you’ll require a tool that’s the top-of-the-line to match data.
  • Do I need a tool that is capable of both data management and data cleansing? In this scenario, you should look for a master management tool with the ability to cleanse data and also the capability to compare data.


Once you have a fair idea of what you want, knowing what to look for when choosing data cleansing tools becomes easier.

Ease of Use and Simplicity

Certain advanced tools are difficult to operate. For instance, a solution like IBM requires certified consultants to help you make the most of the platform. Others might require you to code scripts for custom data cleansing requirements. If all you’re seeking is a program that your managers at work can use to review and clean their data, then user-friendliness and ease of use should be the primary criteria.


Many businesses will end up hiring extra employees or costly consultants to cleanse their data when they could have done it with software that costs significantly less.

Data cleansing & Data Quality

The purpose of a data cleansing tool is to give you data you can trust and that is in compliance with the standards of data quality, where data is supposed to be:

  • accurate
  • valid
  • relevant
  • complete
  • consistent
  • unique

Lastly, the software you select must provide a seamless workflow process that conforms to the data quality framework.  It should be able to process your data from the stage of error profiling, all the way to data standardization, without requiring manual input from the user. 

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For instance, the WinPure tool takes the user through:

  • data audit or profiling
  • cleaning of errors
  • data match to remove duplicates
  • data standardization for consistency
  • data verification (for addresses)
  • finally, automation (schedule cleanup tasks)

This seamless workflow execution makes it much easier to take control of your data quality.

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Advanced Quality Check Functions

Any basic tool can show you missing fields or text errors, but be sure to look for extra features. Advanced data cleansing tools have advanced data quality check functions that allow you to:

  • Examine fields with incorrect text and numbers (such as letters in a number field & vice versa)
  • Check out fields with odd symbols and punctuation
  • Find fields with common data entry errors (such as typos, spaces, non-printable characters)
  • Convert fields and implement standardization for all data sets
  • Easily correct, replace, count, or delete values/words within columns

Additionally, it must have a robust data match functionality so you can easily match, merge, and purge data effortlessly.

Easy Connectivity to Data Sources

A good data cleansing tool must allow for easy connectivity to all kinds of data sources – CRMs, email platforms, CSV/XML files, databases like SQL Server, MS Access, and more. You must be able to effortlessly import your data from multiple sources to gain a singule view, and clean data without a hassle.


Be sure to choose a tool that is compatible with the data source you are using and if not, which other connectors or plug-ins will accomplish the task.

Facilitates Business Users

Data cleansing is not an activity that is only reserved for data analysts. Business users must participate in this process and must be able to utilize the software to manage their data. This means that HR and the marketing department as well as the finance team should all be able to make use of the tool to cleanse their departmental data. It’s incredibly inefficient for departmental data to be cleansed and processed by users who are not its custodians. 


Therefore, a reliable data cleansing tool must be simple to use for professionals, and they do not have to be able to comprehend codes or DBMS regulations to control their data.

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Choose a Team Not Just a Tool

When you’re looking for a way to cleanse your data you’re not seeking just a tool. You’re searching for an expert team who can assist you in solving your data issues and guide you through the procedure. Why? Because data cleansing isn’t just a simple science of matching rows and columns to weed out issues. It’s a business procedure and requires a thorough understanding of your business’s environment, your challenges, and your objectives with regard to data. Only a team capable of assessing everything will help you get maximum value from the tool. 


Spend time talking with the people behind the tool and assess the willingness of their team to help you solve issues with your data. The technical and sales teams behind these tools are highly knowledgeable and can work with you to solve business problems. 

Know Whether the Tool is the Right Fit for Your Business

A data cleansing tool is not a one-size-fits-all. Some tools are geared towards small-sized businesses and applications for single users while others are designed meant for larger enterprises that caters to a wider range of users and have more sophisticated features.


When choosing a tool, you will need to identify if it meets the scope of your requirement and your budget. There are many tools out there that you can test for free – including WinPure. If you’re unsure whether the functionality meets your needs, it’s always easier to request a trial demo to know more about the tool.


Keep in mind that the fact that just because a tool has a high rating doesn’t mean that it’s the best for the task at hand. Different businesses have different data challenges. Some struggle extensively with multiple data sources, some with just CRM data, and others with basic data management. It is crucial to understand what’s bothering you and whether the software can help to solve the issue quickly and efficiently.

Reviews and Comparisons of Best Data Cleansing Tools

G2 & Capterra provides reviews of the best data cleansing tools will provide a clear understanding of the tools’ capabilities as well as the quality of customer support. The majority of users provide specific reviews of their experiences using the tool and the way it helped them resolve the issue they faced.


We also suggest that you conduct deep dive comparisons of various tools. But, it could become overwhelming when you compare several tools, and knowing what to look for can be difficult. The best approach is to narrow it down to the three of the best tools, and then evaluate them on the basis of:

  • cost
  • functionalities
  • connectivity
  • data match capabilities
  • simplicity
  • ease of use
  • automation abilities
  • single view interface
  • speed of performance (should perform data match in minutes)
  • preferably no code
  • free trial or demo

You can even add in your experience with the sales teams as part of your assessment.

Automation as a Bonus Feature

Data cleaning is a redundant task but it is one that shouldn’t be neglected. Automation lets you set cleaning schedules daily, monthly, or at a specified time. This can help you save in time, and your information will be available for analysis.


P.S: If you’re wondering why you need to automate your data cleaning task, we’ve explained it here. 


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Farah Kim


Farah Kim is a human-centric product marketer and specializes in simplifying complex information into actionable insights for the WinPure audience. She holds a BS degree in Computer Science, followed by two post-grad degrees specializing in Linguistics and Media Communications. She works with the WinPure team to create awareness on a no-code solution for solving complex tasks like data matching, data deduplication, and MDM.

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