✓ Small B2B service teams
✓ Shared relationship and follow-up problems
✓ A contact-centered workflow with named next actions
— A shared support inbox as the main requirement
— An all-in-one marketing and service suite
— Email sync without checking mailbox and plan eligibility
— Replacing a sufficient system without evidence
The limitation: age alone does not decide disposal
An old relationship record may contain an unresolved commitment or information the organization must retain. Another old record may have no continuing purpose. Do not use a universal age threshold as a substitute for an approved retention policy. Capsule’s export and contact mechanisms are tools for carrying out decisions, not a legal basis for them. This guide offers an operational review structure and does not determine statutory obligations, privacy rights or regulated recordkeeping periods.
Check purpose and dependencies
Identify why the information is held, whether it remains accurate and what active work depends on it. Inspect related tasks, opportunities and delivery records before any supported archival or deletion action. A contact with no recent email may still be associated with an important agreement. Keep uncertain cases with a responsible owner rather than deleting them to reduce a dashboard count. Use qualified guidance for legal or privacy questions that the operating team cannot resolve.
Avoid uncontrolled copies
Exports and mailbox history can create additional stores of the same information. Include those locations in the organization’s process rather than treating the CRM screen as the only copy. Store and share material only through approved channels. If a formal request or incident is involved, follow the established procedure rather than improvising a bulk cleanup. Preserve the evidence of authorized decisions where appropriate without retaining unnecessary private content merely to document that a review occurred.
Record a meaningful outcome
A review should result in a justified action, a clear continuing purpose or an unresolved question with an owner. Do not schedule the same vague review indefinitely. Keep disposal actions separate from routine record-quality improvements so colleagues understand their consequences. Continue to email-history boundaries for capture decisions and the export drill for recovery limitations. The objective is proportionate information stewardship while keeping current commitments recoverable, not maximum storage or indiscriminate deletion.
Where the safety evidence stops
This guide draws on Capsule exporting and deleting contacts, Capsule contact management. Merchant-controlled records describe the provider’s own capabilities, terms or standards; they do not independently validate those claims. These records do not establish independent confirmation of the product claims.
Verify any current price, plan limit, label direction, compatibility rule, or commercial term that would materially change the decision. The dated source ledger shows the underlying records so this conclusion can be checked and updated.
Sources used for this page
These records support the facts and comparisons above. Merchant-controlled records are labelled so you can separate product claims from independent evidence.
- Capsule exporting and deleting contacts — Merchant documentation · capsulecrm.com · Merchant-controlled · checked 2026-09-20
- Capsule contact management — Merchant documentation · capsulecrm.com · Merchant-controlled · checked 2026-09-20