Ways To Manage Your Email Data

By Author: Gareth Hoyle
Total Articles: 692
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It’s critical to any business to ensure that it manages its email data effectively – whether it’s by ensuring that the data is filed accurately and correctly, or that it’s backed up and supported well, you’ll find that managing email data becomes more difficult the more of it you have to manage, so it’s critical to ensure that you’ve got a solid filing system from the outset.

Filing 101

While many people struggle to manage their email without creating issues for their work flow, there are several dozen pieces of software out there that provide solid, strong email management – discarding the non-essential email effortlessly, while keeping track of the really important information that you need. While many people struggle to find ideal ways to manage their email, it’s of critical importance to ensure that any data passed via email is handled both effectively, and with appropriate care and attention. If you’re handling customer information on a regular basis often you need to ensure that your data filing policies are both appropriate and secure – while the high profile hacks and other problems ...
... that have been hitting the press lately probably won’t ever affect a small business, it’s critical to understand that any loss of data that can be tracked or proven can cripple a business – so your filing not only has to work with your system and your team (whether that’s a team of two from a home office, or a team of a dozen distributed across several sites) but you also have to ensure that it works for your clients.

Opting in is another important element of email data – your clients have to agree to you storing their data, and if they don’t, or if they remove permission, you have to be able to remove their information from your system easily.

Managing email data effectively

Many companies manage their email data via an online script – they allow clients to fill in a form, opt in by agreeing to terms, and then have a data trail – this protects them and gives their customers a measure of security, but depending on the script you use, you may find that the API doesn’t integrate well with your own storage or usage systems. It’s difficult in some cases to manage data when this happens, so it’s critical to ensure that you understand the limitations of your script.

If you acquire B2B or B2C data to add to your database, with appropriate permission screened by the company selling you it, you also need the ability to import this to your system – so it’s important to ensure that your system can manage this. Often if you are using a bought script, the sales team can clarify this for you before purchase.

Email data can be easily imported into most commercial scripts, giving your business database an instant boost, and can support your business in reaching new leads.