Keeping Your House in Order: Best Practices in Salesforce Data Archiving

Salesforce is an effective CRM that helps run the company’s sales process and makes communications with its customers more productive. But when your organization grows to a point where your company is big in Salesforce you realize that there is a lot of data storage available in Salesforce.
This can lead to several challenges, including:
● Storage limitations: There are several limits imposed by Salesforce that may negatively affect sales and keep the firm from expanding.
● Performance issues: Salesforce gets sluggish when packed with redundant data and affects the user’s emotions and productivity level.
● Compliance challenges: For instance regulations like GDPR and CCPA among others are expected to enforce keeping and removing data requirements. Data Encryption – if you do it right – will then enable you to get your data into a state of archiving readiness.

The Importance of Archiving Salesforce Data

refers to the issue of deporting the data that are no longer used in the main Salesforce environment in the pursuit of securing it. This helps eliminate the need for simplifying data management, increasing performance, and reducing the amount of data that could be stored in the organization.
Here are some additional benefits of archiving Salesforce data:
● Reduced Costs: More importantly, through record keeping, a person can also gain more storage because he can keep records that are not in use in other to avoid the extra cost involved with the over-limit of storage space.
● Enhanced Performance: A streamlined and downsized data-stored salesforce, will run much faster thus reducing time used by the user hence a more efficient workforce.
● Simplified Compliance: The inclusion of inactive data could be crucial in terms of realizing data conservation and removal aims stipulated in the GDPR and CCPA with the law.
● Improved Data Governance: Archiving also creates a clear-set boundary between the current and non-current data, thus making it easier to handle the administration of data governance.

Secure Salesforce Data Archiving & Deletion

Now that we understand the importance of archiving Salesforce data, let's explore some best practices for secure and efficient archiving:
● Identify Data for Archiving: The first thing that should be done is to identify the data that is to be purged out of the system. It can be the customer data, the message published, closed deals, analytics, and any other outdated information the client may have.
● Define Archiving Criteria: Perturb a performance criterion for the definition of when and what they archive. It can even occur due to the older record age, his/her active rate, or legal constraints.
● Choose the Right Archiving Method: There are various methods for archiving data in Salesforce: Third-party archive software; Native archiving of Salesforce data (Quantity of terabytes of data stored in Big Object structured format) and Data extraction package. Consider the advantages and consider whether the provided approach meets your requirements in the best possible way.
● Maintain Data Security: You should keep the records once guarded immediately. But also look for other functions/architectures that offer dual archiving or have multi-level encryption and access control configured.
● Establish a Data Retention Policy: Establish an information management schedule that states the duration the archived data will remain before it is deleted. Instituting this regulation should be complemented by laws and regulations from authorities.
● Test and Monitor: Archiving software should be evaluated by in-depth data testing to identify and determine whether the data is functional and stable and if it works as expected. Introduce constant changes in the archiving approach that will enable the detection and correction of the issues promptly.

Additional Considerations for Secure Archiving

Here are some additional points to consider for secure Salesforce data archiving:
● User Access Control: Special attention should be paid to data retrieval and storage limits, and should be limited depending on the roles or permissions.
● Disaster Recovery Plan: Install a fully operational copy on a production environment to test if the archiving solution is fault-tolerant and if it works when bad things happen.
● Regular Reviews: From the recommendation it has been recommended that you as a manager regularly review the archiving policies and also the actual implementations to ensure that these are still as effective as possible and also operating according to regulations.


Compliance with these rules is going to be useful for you to have your Salesforce instance secure and optimized as well as to improve your Salesforce management and data retention processes. And when we archive some, your price goes down, you speed up results and it will be much easier to work with rules – with all that you will have a better and safer Salesforce environment.
This is why the preservation of secure data always means a continuous process. Adopting the following recommended practices will help you to make sure that your business information does not get lost or is stored in an inaccessible format.
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