To Purge or Archive? Find Your Evernote Sweet Spot

 

Dec 9 2024 | Issue 21 | Link to this issue | Subscribe

Hi Reader –

Keeping an active Evernote account clean requires maintenance. Notes pile up over the years — client work, receipts, meeting agendas, random thoughts — and, if not attended to, suddenly, you find yourself sifting through a digital junk drawer of notes. Sound familiar?

When it comes to decluttering, there’s no one-size-fits-all approach. Some people ruthlessly purge their notes, while others archive everything. Each strategy has its pros and cons, and finding what works for you is key.

I talked recently with my fellow Evernote Certified Expert Jon Tromans about how he manages his Evernote account. While we agree on a lot, we approach how we handle old notes in very different ways.

🧠 Academy Members: Watch the full chat with Evernote Expert Jon Troman to get inspiration for your workflows.

Strategy 1: Jon’s Method – Export and Purge

Jon keeps his Evernote account lean and fast by exporting old notes and deleting them. Twice a year, he reviews his notes and clears out anything he hasn’t touched in over five years.

Here’s how it works:

Export to Cloud Storage: Notes he might need someday—like old client work or tax records—are saved as ENEX files to a cloud drive.

Delete with Confidence: Once exported, Jon deletes the notes from Evernote, confident he can re-import them if needed (though he rarely has).

💡 Pro Tip: The 7-year rule for record-keeping is a helpful guide. For tax records or legal documents, keep them for seven years, then export and purge the rest.

Strategy 2: Stacey’s Method – Archive and Retain

Unlike Jon, I prefer to keep all my notes within Evernote. For me, there’s no digital overhead to retaining notes—I simply move them to an archive stack where they don’t clutter my active workspace but remain accessible whenever I need them.

Here’s how it works:

  1. Move to an Archive Stack: When notes are no longer active, I move them to an archive stack. This keeps my main workspace focused and my older notes neatly stored but still within reach.

  2. Searchable Forever: Evernote’s powerful search ensures I can find what I need, even in my archive. For someone like me, who relies on strong search skills, this method is the best of both worlds.

  3. Sentimental Notes Stay Safe: I don’t need to create a separate process for notes with sentimental value—they’re archived alongside everything else.

Ultimately, my method ensures that I’m never second-guessing a decision to delete. And for those with Evernote’s Premium or Professional plans, the extra storage space makes this an easy, no-stress option.

What’s Your Strategy?

Whether you’re team “purge” or team “archive,” the key is finding a system that works for you.

Ask yourself:

  • How often do you revisit old notes?

  • Do you need quick access to everything, or just a select few?

  • What’s your comfort level with letting go of information?

The bottom line for how to handle inactive notes

Your Evernote account should make your life easier, not more chaotic. Whether you purge like Jon or archive like me, the goal is a workspace that works for you.

Let’s make space for what matters most,

Stacey

P.S. It's just as much fun being a podcast guest! I recently shared tips on organizing your solo business with Evernote on The Sew Much More Podcast (listen here).

Want to have a chat with me on your podcast? Contact me me about your show or one you think would be a great fit!

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    Stacey Harmon