Today, when it comes to any medium or big Salesforce implementation, there is an exponential rise in the amount of data being generated by enterprises using Salesforce. One of the most important aspects of managing a business today is managing its data growth and identifying inactive data that can be archived to a safe and secure storage.
Why is Data Archival Important?
- Large data volumes can result in slower query performance, impacting user experience
- Data consolidation can bring considerable improvements to your users’ proficiency
- Archiving gives your organization greater control of your information processes
- Archiving production data reduces storage cost
- Archiving also keeps your data safe
Data Archival in Salesforce needs to be planned and analyzed carefully. The top 3 things to analyze to plan for Archival are
- Storage and Limits
- How much storage does your org have?
- How much storage are you currently using?
- Storage limits by edition – https://help.salesforce.com/articleView?id=limits_storage_allocation.htm&language=en_US&type=0
- You can even view your total storage in Salesforce, split by data and file storage
- Usage Trends
- Data usage metrics in Salesforce
- Ensure you have the tools to evaluate the data
- Identify which objects are responsible for the most data growth
- To track the trends, use free Appexchange tools like Field Trip (https://appexchange.salesforce.com/listingDetail?listingId=a0N30000003HSXEEA4) and Data Quality Analysis Dashboard (https://appexchange.salesforce.com/listingDetail?listingId=a0N300000016cshEAA)
- Create re-usable dashboards to determine what data to archive
- Determine the best tools to execute your data archival process. There a handful of backup apps available on the appexchange. I will be writing a separate post to detail the tools available and know which option is the best depending on your use case.
- Legal implications – Always consult with your legal team before deleting data from Salesforce
- Source of Truth
- Data integrity implications – Parent-Child Relationships and Field Removal
- Example considerations of implications of deleting records – Review master detail relationships as deleting master also deletes the child, Review lookup relationships as there is no impact when deleting related records, Review Activities and Tasks as deleting “Related to” record deletes the Activity/Task Record
Sample of an Archival Impact planning document
Once you have created your data archival framework, make sure to continuously monitor the data usage
- Establish a timeline to review your data management and archiving processes
- Continue using Field Trip and Data Quality Analysis Dashboards to monitor record completeness
- Measure the impact using dashboards
- Salesforce Adoption Dashboards – Provides visibility into the adoption of key features such as accounts and contacts. https://appexchange.salesforce.com/listingDetail?listingId=a0N30000004gHhLEAU
- Adoption Trendz – Collect usage stats over time using Analytic Snapshots. https://appexchange.salesforce.com/listingDetail?listingId=a0N30000008ZLM0EAO
- Understand your storage limits and data growth trends
- Consider the implications when purging data
- Backup your data before mass deleting data
- Archive and delete data you no longer need
In the next post, I will detail out the Backup options and tools.