Best Practices for Data Archival in Salesforce

data-archiving

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

  • Implications
    • 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 documentsamplearchivalplan

Once you have created your data archival framework, make sure to continuously monitor the data usage

Key takeaways

  1. Understand your storage limits and data growth trends
  2. Consider the implications when purging data
  3. Backup your data before mass deleting data
  4. Archive and delete data you no longer need

In the next post, I will detail out the Backup options and tools.

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Categories: Best Practices, Salesforce Architecture

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1 reply

  1. In your example of the Archival Impact planning document, does “Retention Policy” refer to how long the data is on Salesforce before archival, or how long the data will remain in archive? If it is the former, does it help to have an archive retention policy as well as a CRM retention policy?

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