December 9, 2021
As your business grows, you’re going to be gathering more and more clients, which means you’re collecting more and more data about them as well – new Opportunities to do business with them, new Activities every time they send an email or give you a phone call, and new Cases to help them out on their journey with your business.
It’s no secret that Salesforce doesn’t have the cheapest cloud data storage solution on the market, and with your data growing rapidly as your business grows, your Salesforce data bill is likely to grow as well.
All that being said, your data is valuable and deleting it is not something you’d want to do. Your business worked hard to collect customers and organise data related to them – why throw it away because you’re facing additional storage charges? This is where Data Archiving comes in – a way to keep your old, less relevant data without having to remove it entirely or pay to have it kept on-platform.
Imagine it this way: you have a pig-shaped money box, like the one you likely had as a child. Every day, you diligently save your hard-earned coins by putting them in the moneybox. Eventually, there comes a point in time where your money box is full – which is great! The only problem is that you want to keep saving. You have a few options:
The third option is essentially how Data Archiving works – you’re still keeping all your money/data, but putting some of it in a different storage space (one that is cheaper to maintain, but does mean that it’s not as easily accessible). There are a number of data archiving tools available that will help you manage your file storage limits in Salesforce by offloading data to a supporting system for data archiving.
There are a number of data archiving methods and best practices that you’ll need to consider when creating a data archiving strategy and selecting the right Salesforce data archiving tool for your business.
The first and biggest thing to consider is what data is taking up the most space in your Salesforce org, and what data could potentially be shifted to another storage location and accessed less frequently. You’ll also need to consider if you need a standard UI (ie. a Lightning Page and Page Layout) to view the data, or if you’re able to develop one using Lightning Components, or if you don’t need to access the data within the Salesforce User Interface at all.
Here’s an example: you’ve got an integration set up that pulls in all EFTPOS transaction records from numerous locations and you may be seeing thousands or even tens of thousands of records created per day, with no major need to have all of these transactions available on-platform. This is a perfect example of when you may want to archive your transaction data off the Salesforce platform. There are numerous ways to do this, depending on what your business needs:
The difference between a data backup and data archive is quite simple: when you backup your data, you’re taking a copy that can be accessed if things go wrong. This will quite often be a full backup of all of your data within Salesforce that can be used to restore your org to a previous state, or allow users to access important data in the case of an outage.
This is different to a data archive – a data archive is when you’re removing older or less relevant data from your live Salesforce org in order to reduce the amount of data you’re paying for or reduce the amount of data that your users need to sieve through to access what they need. A Salesforce data backup tool is definitely something you’ll want to consider as well, but this is a topic for another article as there are a number of different things to consider and look out for when preparing your Salesforce data backup solution and strategy.
Salesforce recently announced their own entry into the Backup and Restore space at Dreamforce 2021. Their new Platform Tool called Backup and Restore was recently made available for purchase. I haven’t yet had a chance to have hands-on experience with Salesforce Backup and Restore just yet, but I have done some research and discovered quite a bit about the new tool. Again, Salesforce’s new tool is a backup tool, not an archiving tool, so there are a number of key differences but it’s still worth taking a look.
Salesforce states that their Backup and Restore tool will help prevent loss of data (due to system or human errors), recover from any incidents in a small amount of time (and with only a few clicks), and make data management simple while still maintaining CCPA and GDPR compliance. Salesforce Backup and Restore runs as a native application within your Salesforce org, and allows you to backup your data in a separate physical location to where your production data exists.
Salesforce Backup and Restore allows you to select which data to restore and when (i.e. if you’re looking to just restore a record that was wrongfully deleted, you don’t need to restore your entire database). As an admin, you’ll be able to set up permissions to control who can create, manage, and restore backups in your org, and how frequently your data backups should be run. There’s also an automated purging feature that will clear out older backups when they’re no longer needed.
So, there you have it! Now you know all about Salesforce Data Archiving, methods of how to archive your Salesforce data off the platform, as well as some best practices in doing so. You’re also now aware of the difference between data backup and archiving, and how to put together a data archiving strategy that best suits your business. Now, you are also aware of third-party tools that can help you copy and store your old Salesforce data safe and with minimum efforts.
Hopefully you’re confident in your understanding of the above concepts, and are able to make a decision around what is best for your business. If you’d like to learn more, please don’t hesitate to contact us for more information about Skyvia Data Replication and how it can benefit your business.