Data purging refers to the process of permanently removing data from storage with the aim of better managing, optimizing as well as protecting data-related resources. The main objective of data purging is to free up storage space, thus ensuring higher data quality and enhancing overall operational efficiency.

How to purge Data into massmailer

Typically, data purging is part of a larger data management strategy. The strategy includes features that allow for scheduled, manual, or selective purging based on specific criteria.

When implemented properly, data purging can offer several benefits, including increased storage space, reduced data redundancy, improved system performance, and enhanced data security.

In this post, we will discuss data purging in more detail along with outlining the process of purging data in MassMailer.

Data Purging: Some Challenges and Solutions

Data purging can have a few challenges, and it is best to be aware of them and how you can solve them so you do not lose out on any important information:

1. No Option to Recover Data

Once deleted, data cannot be recovered, which can be detrimental to businesses that need specific data in the future.

Solution: Understand the relevance of the data you are deleting and use data purging fields in MassMailer that ensure that you retain important information for future use.

2. Not Understanding Data Purging Policies

Your organization might hold certain information that cannot be deleted until after a specific duration. Not understanding which data needs to be retained may violate your company’s compliance regulations.

Solution: Read up on policies or clearly understand what needs to be retained and what can be deleted, and then proceed with the purging process.

3. Not Keeping Records

Lacking documentation on the reasons for data deletion can confuse those who may later want to access the data and not find it.

Solution: It’s essential to log what is being deleted to ensure all parties understand the rationale behind the removal and to confirm that compliance regulations have been adhered to.

Benefits of Data Purging in MassMailer

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Purging is an essential part of adhering to data protection regulations apart from being vital for maintaining a healthy and accurate database. Among some of the key benefits of data purging are:

1. Protect Sensitive Data

Adhering to data protection regulations requires keeping a clean database. Data-related requirements such as storage limitation, data minimization, and purpose limitation require purging data completely. Failing to do so may expose your users to security risks and lead to violations of multiple security regulations.

2. Improves Performance

Purging of data can be instrumental in improving the overall system performance. Once you remove all your old data, processes will run much faster, as there will be fewer records to process. Apart from this, other advantages of data purging include:

  • Faster processing time
  • Reduced disk space
  • Decreased backups and restore periods
  • Faster advantage lookups

3. Eliminates the Hassle of Accidental Deletion

Various data purging policies, such as “When a file is deleted, do not delete the copies from the archive for 90 days,” can help protect files from accidental deletion. These policies also allow granular access to data, thus offering end users easy access without any technical intervention.

Steps to Purge Data in MassMailer

MassMailer allows you to auto-delete the below to get rid of unwanted data:

  • MassMailer Email Status
  • MassMailer Outreach
  • Salesforce Activity History records

You can do this by going to MassMailer Setup -> Tools -> Select ‘Schedule Purge’ or ‘Manual Purge’ options (the detailed procedure is discussed below)

In addition to this, you also have the option to auto-delete the records or data that are there for a specific number of days (such as 30, 90, 180, or 365 days older) by a recurring scheduled job or one-time task.

Additionally, you also have the choice to pick the types of Email Events you would like to delete or purge in MassMailer, such as Open, Click, Bounce, and so on.

 

Guide on how to Purge Data in MassMailer


 

Here are the stepwise steps you can follow to purge data in MassMailer:

1. Go to MassMailer Setup -> Select Tools

2. Once here, Schedule Purge – schedule a Purge job

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Here, you need to pick the types of Email Events to delete. For instance:

  • Basic: Email Status, Outreaches, and Activity History

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  • Under the Basic section, you get a dropdown that lets you choose the period that you want to delete information in.

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  • Choose the appropriate time frame and schedule the purge.

Pick to delete records using either a recurring scheduled job or a time. Likewise, you can also purge MassMailer records for:

  • Advanced: Email Status, Activity History, Outreaches, Email Messages
  • The Advanced section gives you a more granular view of what you want to delete.

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  • Click on ‘New’ and select the appropriate field.

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  • Say, you are purging data for the email status, use the Event option from the dropdown menu.

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  • Select the operator, enter the value, and then choose the “All filters are true” option.

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  • Use another criterion with the date to set the date you want to delete all your data. This will schedule your data.

3. Manual Purge: Purge data on the fly

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Here, you need to pick the types of Email Events to delete:

  • Basic: Email Status, Outreaches, Activity History
  • Advanced: Email Status, Activity History, Outreaches, Email Messages

To purge data in MassMailer, you can also enable the Auto Purge feature to automatically purge or delete old or unnecessary data after a specific period. Similarly, you can also use the Advanced Tab to apply custom filter criteria to delete data.

To learn about the detailed procedure of data purging in MassMailer, click here.

Wrapping Up

Data purging can be time-consuming but is crucial in the long run. It ensures that your systems run smoothly and that you eliminate any vulnerabilities caused by irrelevant or outdated data.

MassMailer is a powerful email marketing tool that simplifies sending bulk emails. Its user-friendly drag-and-drop editor allows you to create visually appealing email templates effortlessly. The platform also allows you to track crucial metrics such as opens, clicks, and bounces.

To know more about MassMailer, start your 15-day free trial today.