Over time, the volume of data in a Salesforce organization can grow significantly, leading to performance issues, increased storage costs, and reduced system efficiency. Salesforce data are archival, which enables businesses to manage their data more efficiently by moving the old or infrequently accessed data from their active Salesforce instance to a separate storage location.
Benefits Of Salesforce Data Archival
Improved System Performance
As the data volume in Salesforce grows, it can affect system performance and slow the overall response time. Archiving the old or infrequently accessed data helps reduce the data volume, leading to improved system performance. The archived data can be stored in a separate location and accessed when needed without affecting the system’s performance.
Reduced Storage Costs
Salesforce charges for the storage an organization uses, and as the data volume increases, so do the storage costs. Archiving the old or infrequently accessed data can reduce storage costs, as the archived data is moved to a separate storage location, which is cheaper than the active Salesforce instance.
Many businesses must comply with data retention regulations, such as HIPAA or GDPR, which require storing data for a specified period. Archiving the data helps abide by these regulations, as the archived data can be stored securely and accessed when needed.
Salesforce Data Archival Best Practices
Define The Archival Policy
Before implementing Salesforce data archival, it is essential to define the archival policy, which includes the data retention period, archived data, and archival frequency. The data retention period depends on the business requirements and regulatory compliance requirements. The data to be archived can be based on the data usage pattern or business relevance. The archival frequency can be periodic or event-based, depending on the data usage pattern.
Identify The Data To Be Archived
The next step is to identify the data to be archived, which can be based on the data usage pattern or business relevance. The data usage pattern includes data that has not been accessed or modified for a specified period. At the same time, business relevance contains data no longer needed for day-to-day business operations.
Select The Archival Method
There are two types of archival methods in Salesforce: manual and automated. Manual archival involves manually selecting the data to be archived and moving it to a separate storage location. Automatic archival involves using third-party or native Salesforce tools, such as Salesforce Data Archival, to automate the archival process. The selection of the archival method depends on the data volume, frequency of archival, and business requirements.
Ensure Data Security
The archived data should be stored securely and accessed only when needed. The archived data should be encrypted and stored in a separate storage location protected by appropriate access controls.
Before implementing Salesforce data archival, it is essential to test the archival process to ensure it works correctly. The testing includes:
- Verifying the data integrity.
- Validating the archival policy. Ensuring that the archived data can be accessed when needed.
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