The Ultimate Guide To Salesforce Data Storage: Maximizing Efficiency And Optimizing Storage Space

Salesforce storage optimization is essential for enhancing performance and controlling costs by archiving and backing up accessed data to external storage.

Salesforce has become a critical tool for businesses to enhance customer relationship management (CRM), fostering stronger engagement with clients and partners. Organizations increasingly rely on Salesforce to monitor customer interactions and oversee marketing initiatives. They even use Salesforce data storage for effective data management, which is crucial to maintaining business and sales efficiency.

Without proper storage practices, growing data volumes can quickly overwhelm the system, leading to increased costs and degraded overall performance.

This guide explores Salesforce Data Storage in-depth, including its structure, advantages, and constraints, while offering strategies for optimizing data management. With these insights, your organization can manage data growth efficiently and ensure optimal Salesforce functionality.

Introduction to Salesforce Data Storage

Salesforce Data Storage is crucial for managing customer data and files. Understanding how it organizes and allocates storage is key for peak performance and scalability as your business grows. Let’s explore the main components of Salesforce storage straightforwardly.

Key Categories of Salesforce Storage

Salesforce storage is divided into three categories, each serving distinct purposes:

Data Storage: Stores structured, transactional data like Contacts, Accounts, Opportunities, and Cases. Each record counts toward storage limits, so regular monitoring via the Storage Usage Page is essential to avoid exceeding capacity or performance issues.
File Storage: Dedicated to unstructured data such as attachments, documents, and media files. These can quickly consume storage. To optimize, use Salesforce Content Delivery or integrate with external solutions like Google Drive or SharePoint, and employ file compression.
Big Objects: Ideal for massive datasets like historical logs, IoT metrics, or audit trails. They handle billions of records but have constraints, such as asynchronous updates, incompatibility with standard automation tools, and reliance on Async SOQL for querying. Use Big Objects for data that requires storage but is rarely queried or updated.

Importance of Efficient Data Storage

Think of your business as a busy library where every piece of data is a valuable book. Without an organized system, finding what you need becomes a nightmare, wasting space on irrelevant materials. Efficient data storage acts as that system, ensuring your information is organized, accessible, and secure while allowing for growth.

It’s not just about saving space; it’s about responsibility. Poor data storage can lead to wasted time, increased costs, and compliance risks. In contrast, a smart data management approach can empower your team, streamline operations, and set your business up for long-term success.

Understanding Data Storage Limits, Allocations, and Cost in Salesforce

Now, picture your Salesforce data storage as a suitcase. It’s incredibly useful but has a limit on how much it can hold. Once it’s full, you’re left with two options: lighten the load or pay for extra space. To do either of the choices explore Salesforce data storage pricing and understand Salesforce storage limits to manage your data efficiently.

Storage Limits

Salesforce allocates storage based on your edition and the number of licenses. Think of it as getting a larger suitcase when you book a bigger flight class. But even with upgrades, the space isn’t infinite.

Salesforce storage capacity involves both the consumed data and the overall allocation per user. Most licenses provide 10 GB each for file and data storage, with additional space depending on the total user licenses. The storage per license can vary based on the license type and other factors, making it crucial to understand these limits for effective storage management.

Allocations

Storage in Salesforce is divided into data storage (records like contacts, accounts, etc.) and file storage (attachments, documents, etc.). Knowing where your data lives and how Salesforce storage is allocated can help you manage it better, stay within limits, and optimize usage.

Data storage

Most editions come with 10 GB of storage, plus 20 MB for each user license. For example, an organization with 10 users will have a storage limit of 10.2 GB.

File storage

The default allowance is 10 GB, plus either 612 MB or 2 GB per user license, depending on the edition.

Big Object storage

Each organization is automatically given enough space for 1 million records.

To check your organization’s storage usage, you can:

Go to Setup
Enter storage in the Quick Find box
Click Storage Usage

Costs

Exceed your limits, and you’ll pay for extra storage, sometimes at a premium. Regularly reviewing your storage usage can prevent unexpected expenses and ensure compliance with your business needs.

Buying additional storage might seem the easiest solution when you’re nearing your Salesforce storage limits. The process is straightforward: go to Setup > Your Account > Browse & Buy, and find the File Storage section. But before you make a decision, here are a few key things to consider:

It’s Costly: Salesforce storage management comes with a hefty price tag. Since it’s a cloud-based platform, the cost of storage is an ongoing expense, billed monthly or annually, rather than a one-time purchase.
File vs. Data Storage: File storage and data storage have different price points, with data storage being the pricier option. This is because data storage is used for records, which are typically smaller in size compared to files like documents or images.
Bulk Discounts: If you need a lot of storage, consider buying in bulk or opting for an annual plan. Prepaying for a year is often cheaper than paying monthly, and Salesforce may offer discounts for larger purchases.
Variable Pricing: Salesforce’s storage costs aren’t one-size-fits-all. Prices can vary depending on factors like your contract, edition, and any negotiated terms. Finding the exact current pricing can be tricky.

While buying more storage is an option, it’s important to weigh the costs carefully and explore alternatives like optimizing your current storage or archiving unused data to external platforms.

Dealing with Data Storage Limitations And Overages

Running into data Salesforce storage limits can be a challenge, but it’s manageable if you know your options. Here’s how to tackle it effectively:

Monitor Your Storage Usage: Regularly check your organization’s storage usage through Salesforce Setup. This helps spot potential overages early and plan accordingly.
Archive Old Data: Move outdated or rarely used data to external storage solutions. This frees up space and keeps the Salesforce environment running smoothly.
Optimize File Usage: Large files can quickly eat into your storage. Use external file-sharing platforms for attachments and avoid storing unnecessary files in Salesforce.
Consider Additional Storage: If you consistently exceed your limits, purchasing extra storage from Salesforce may be necessary. While it can be expensive, opting for bulk or annual plans could help reduce costs.
Use Third-Party Solutions: External tools designed for data archiving or file management can be a cost-effective way to manage your data storage needs while keeping everything compliant.

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Optimizing Data Storage in Salesforce

Salesforce storage optimization is essential for enhancing performance and controlling costs. Begin by archiving old or infrequently accessed data to external storage, which reduces active data volume. Regularly remove duplicates to improve data quality and save space.

Utilize Salesforce’s data compression feature to minimize the size of large fields, freeing up storage. Consider custom objects to prevent overloading standard ones and implement custom indexes on frequently accessed fields to boost query efficiency.

For large datasets, data partitioning helps manage objects better and optimizes performance. Lastly, regularly monitor and adjust storage usage to maintain efficiency and cost-effectiveness. Adopting proactive strategies tailored to your organization is crucial for effective storage optimization.

Utilizing Salesforce Data Storage Features and Tools

Salesforce is like a well-organized digital filing cabinet, designed to help businesses manage their data efficiently. Here’s a closer look at a few features and tools that make it easier to store and manage your data while keeping things compliant and accessible:

1. Data Storage & File Storage

Think of Salesforce data storage options as the brain and file storage as the memory of your system. While data storage is used for critical information like records, file storage is for supporting files like attachments, images, or PDFs. The key is balancing both to avoid overloading your limits.

2. Data Loader

Imagine a tireless assistant helping you move thousands of records in one go. The Data Loader is a helper that simplifies the import, export, and bulk updates of data. It’s a lifesaver for repetitive data management tasks.

3. Salesforce Data Archiving

Not all data needs to live in your active workspace. Archiving tools available in Salesforce AppExchange, such as DataArchiva, allow you to safely store less-used data while keeping it accessible for compliance or reporting. It’s like spring cleaning for your Salesforce org.

4. Data Retention Policies

Salesforce offers customizable data retention policies, which act as reminders to keep what’s important and safely retire what’s not. These tools ensure you stay compliant with regulations without cluttering your database.

5. Data Backup & Recovery

Disasters, such as accidental deletions, system errors, or worse can happen. With native backup solutions and AppExchange options, Salesforce helps you sleep at night, knowing you can recover your data when needed. It’s your digital safety net!

Third-Party Solutions for Optimizing Salesforce Data Storage

When tackling data management challenges in Salesforce, a common recommendation is to explore third-party solutions tailored for this purpose. These tools go beyond Salesforce’s native capabilities, offering features that optimize storage and reduce costs in a Salesforce environment.

Their key functionalities typically include:

Comprehensive backup and restore options for effortless data recovery.
Disaster recovery solutions to ensure business continuity.
Diverse storage types to enhance redundancy and reliability.
Advanced data monitoring for improved visibility and control.
Flexible archiving options for managing inactive or historical data.
Customizable retention policies to meet compliance and governance needs.

A standout solution in this space is DataArchiva, which delivers robust tools for data backup, archiving, and management. It specializes in native Salesforce data archiving, securely storing older records within the Salesforce ecosystem or on external platforms like AWS, Azure, or GCP. This capability enables organizations to significantly reduce their Salesforce data storage costs without compromising accessibility or compliance with data retention requirements.

Read this blog to know how the manufacturing industry leverages DataArchiva alongside Salesforce to efficiently manage and control data growth

This solution dramatically extends Salesforce’s capabilities, helping businesses handle their data more effectively and ensuring their systems remain scalable, efficient, and compliant with regulatory mandates. By investing in this tool, organizations can strike the perfect balance between operational efficiency and data management excellence.

Monitoring And Maintaining Data Storage Efficiency In Salesforce with DataArchiva

Managing data storage in Salesforce can feel overwhelming, especially when storage limits and costs start adding up. That’s where DataArchiva steps in. It helps you effortlessly archive older or less-used data, keeping your system running smoothly without sacrificing access or security. With its smart monitoring tools and automated workflows, you can cut down on storage costs, boost efficiency, and stay on top of compliance, all without the hassle.

Key Features of DataArchiva

Audit Logs
Track all activities to meet compliance standards effortlessly. For instance, a healthcare provider can monitor who archived data and when, ensuring full HIPAA compliance and simplifying audit preparation.
Multiple Archives
Set up multiple archives tailored to your organization’s policies. A global company can manage archives regionally to meet local regulations while maintaining centralized control. In one case, DataArchiva resolved data residency issues for an Australian tech firm. Read the full story.
Archive Analytics
Combine archived and active data for insights using built-in reporting tools. Sales teams can analyze historical data to uncover trends, revisit old opportunities, and identify growth areas.
Job Monitoring
Monitor archiving jobs in real-time, enabling quick identification and resolution of issues. For example, an e-commerce company uses this feature to ensure monthly archiving of customer transactions.
Restore, View, and Search
Easily access and retrieve archived data within Salesforce without complex processes. A tech firm, for instance, restores historical support cases for an audit, ensuring compliance with SLAs while maintaining strict access controls.
AI-Powered Cognitive Search
DataArchiva’s latest AI search tool makes finding archived data faster and easier. With natural language queries, you get accurate results instantly, eliminating the need for complex searches while extracting key insights efficiently.

Benefits for Businesses

DataArchiva can significantly benefit businesses by providing a cost-effective solution for archiving Salesforce data, ensuring compliance with data retention policies without exceeding storage limits. Archiving historical data securely in platforms like AWS or Azure helps optimize storage costs while maintaining easy access to critical information. It supports regulatory compliance with customizable retention policies and safeguards sensitive data through advanced encryption. DataArchiva also improves system performance by offloading unused data, ensuring faster operations and a better user experience. Additionally, its seamless integration with Salesforce ensures minimal disruption during implementation.

Best Practices for Managing Data Storage in Salesforce

Set Up Governance Policies
Establish clear policies for data storage and access control to ensure proper handling, security, and organization of Salesforce data.
Define Data Retention Schedules
Create retention schedules and archiving rules to automatically manage the lifecycle of records, ensuring only relevant data is retained.
Regularly Review and Clean Up Data
Schedule routine reviews to identify and remove unused or outdated data while maintaining data relationships.
Train Team Members
Educate your team on best practices for data entry, formatting, and storage to minimize errors and maintain data quality.
Monitor Storage Limits
Use Salesforce tools like the Storage Usage Report to track data and file usage proactively and avoid exceeding limits.
Leverage Archiving Solutions
Implement archiving tools to move older or infrequently accessed data to secondary storage, optimizing primary storage capacity.
Enable Alerts for Usage Thresholds
Set up alerts to notify you when storage usage approaches a critical threshold, allowing you to take timely action.

Conclusion

In summary, DataArchiva is a powerful solution for efficient Salesforce data archiving. With features such as detailed audit logs, support for multiple archives, and advanced AI-powered search, it empowers businesses to streamline data management and stay compliant with regulations.

For customized guidance on optimizing your Salesforce data archiving, connect with our team of experts. They’ll provide tailored recommendations to help you fully leverage the advantages of DataArchiva. Request a demo!

FAQs

How much is Salesforce data storage?

Salesforce charges $125 per month for an additional 500 MB of data storage. Alternatively, you can acquire 1 GB of file storage for $5 per month.

What happens when Salesforce storage is full?

When Salesforce storage is full, you can’t create or modify records (data storage) or upload new files (file storage). You’ll need to archive, delete data, or purchase additional storage to resolve the issue.

What are the different ways to manage Salesforce storage?

To manage Salesforce storage, you can archive old records and files, delete unused data, and optimize data models by removing unnecessary fields or objects. Implementing selective data recovery methods can also help free up space. Additionally, you can purchase extra storage or use external storage solutions like Salesforce Big Objects or third-party integrations for long-term data retention.

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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.

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