Imagine your Salesforce org as a cluttered garage, full of important stuff and packed with things you haven’t touched in years. You know you should clean it up, but what if you need something later? That’s where Salesforce data archiving comes in.
70% of your business data are potentially archivable, which means you don’t use them on an everyday basis. But you can’t delete them because of compliance reasons. A data archival solution can archive those less-used data and save you from paying additional storage costs. The data archival needs differ from business to business.
Data Archiving is about keeping your system fast, organized, and compliant while making sure old but valuable data stays accessible. But not all archiving methods are the same. Let’s break down the different types and why choosing the right one can make all the difference.
Types of Data Archiving in Salesforce
Database Archiving
Old database entries can clutter your system, making it sluggish. Database archiving preserves records while keeping your system efficient and responsive. This method involves moving inactive records from production databases to long-term storage. In Salesforce, this often involves offloading older records from primary storage (such as standard objects) to secondary storage (like Big Objects, external databases, or cloud storage solutions like AWS, Azure, or Google Cloud).
It is commonly used in industries that handle vast amounts of transactional data, such as finance and e-commerce.
Email Archiving
Legal and regulatory requirements often mandate businesses to retain emails. Email archiving solutions typically integrate with Salesforce via email connectors, capturing inbound and outbound communications and storing them securely. It is particularly useful for organizations that deal with sensitive communications, such as legal firms, healthcare providers, and financial institutions.
Strategically Archive Email Data in Salesforce with DataArchiva
Cloud Archiving
For businesses that need scalability and accessibility, cloud archiving offers a cost-effective way to store data without burdening on-premise servers. This method allows organizations to store archived data in secure cloud environments, providing remote access and integration with other cloud-based services. Cloud archiving solutions often include encryption and authentication features to ensure data security and compliance.
Big Objects Archiving
Big Objects archiving is a powerful Salesforce-native solution designed for managing vast amounts of historical data without affecting system performance. Unlike standard objects, Big Objects allow businesses to store billions of records while maintaining efficient data retrieval through predefined indexes. This method is particularly useful for Salesforce native archiving for inactive or historical records such as old cases, closed opportunities, transaction logs, or compliance data.
Importance of Data Archiving in Salesforce
Compliance & Legal Protection
Industries like healthcare, finance, and legal services are bound by regulations that require data retention for years. Salesforce Data archiving ensures compliance and protects businesses from legal risks. Non-compliance with regulatory requirements can lead to hefty fines and legal consequences, making archiving an essential component of corporate governance.
Cost Savings
Why pay premium storage fees for data you don’t use daily? Archiving moves older data to cost-efficient storage solutions, helping businesses cut costs. Cloud-based and external archiving solutions provide a cost-effective alternative to expensive primary storage while maintaining data accessibility.
System Performance
Removing outdated data from active systems improves speed and responsiveness, leading to better user experience and system efficiency. Salesforce Data Archiving prevents unnecessary system slowdowns and improves query performance, enhancing productivity for users.
Risk Mitigation & Disaster Recovery
Archived data acts as a safety net against accidental deletion, corruption, or cyber threats, ensuring business continuity. In case of a ransomware attack, having an archive ensures that businesses can recover critical data without paying ransoms or losing valuable information.
Historical Analysis & Decision Making
Businesses can leverage archived data for trends analysis, audits, and strategic decision-making without cluttering their operational systems. Historical data helps businesses gain insights into market trends, customer behaviors, and performance metrics.
Real-World Use Cases of Data Archiving
- Financial Records
Banks retain historical transactions, account statements, and tax documents to meet audit requirements. Archiving financial records ensures that businesses comply with tax laws, maintain accurate reporting, and facilitate financial forecasting. Here’s the success story of a US-based financial services provider that landed on data archiving with DataArchiva.
- Healthcare Data
Hospitals store patient records, medical histories, and imaging data for long-term access. Compliance with regulations like HIPAA mandates secure storage of patient information to ensure continuity of care and legal compliance. Download this case study to learn more!
- Research & Academia
Universities preserve research findings and raw data for future reference and validation. Research institutions often require long-term archiving to support continued scientific investigations and meet grant funding obligations.
- Government Documents
Government agencies store citizen records, statutes, and historical archives for long-term preservation. These records support legal procedures, public services, and national history documentation.
Salesforce Data Archiving: Key Strategies
If your Salesforce storage bursts at the seams, it’s time to archive smartly. Here are a few effective ways to manage your Salesforce data:
Leverage Big Objects
Use External Objects
Data Extraction for Archival
Scheduled Archiving & Deletion
Third-Party Archiving Solutions
Save on Salesforce Storage with DataArchiva
Did you know that 70% of your Salesforce data is potentially archivable? Keeping unused data in live storage inflates costs unnecessarily. DataArchiva offers a native archiving solution that reduces Salesforce data storage costs by over 85% while maintaining security and compliance.
Need to archive data outside Salesforce? Easily integrate external databases like PostgreSQL, SQL Servers, or AWS with your Salesforce system using DataArchiva.
- Enjoy automated, manual, or policy-based archiving
- Don’t leave anything behind! ARchive standad and custom objectsg
- View, access, restore, and analyze archived data
- Don’t compromise on security with role-based access control and data encryption
- Maintain complex object relationships and hierarchies
Are you ready to optimize your Salesforce storage for maximum efficiency? Let’s make it easier than ever! Visit us on AppExchange
DataArchiva offers three powerful applications through AppExchange including Native Data Archiving powered by BigObjects, External Data Archiving using 3rd-party Cloud/On-prem Platforms, and Data & Metadata Backup & Recovery for Salesforce.
For more info, please get in touch with us at sales@dataarchiva.com
Quick Links
Copyright @2024 XfilesPro Labs Pvt. Ltd. All Rights Reserved
Mehzia Naz