DataArchiva-Whitepaper-2020 (1).pdf

WHITEPAPER
on Salesforce Data Archiving
Reduce risk, Increase compliance and Manage your data
storage cost effectively in the Salesforce Platform

Importance of Data Archiving in
the Salesforce Platform
Who should read this paper
Salesforce Admins (including IT Admins, IT Managers)
Copyright © 2020 CEPTES Software Pvt. Ltd. All Rights Reserved. CONFIDENTIAL

Introduction 1
Why to archive data? 2
Business Challenges 3
• Storage Cost 3
• Field History & Audit 5
• Deleted Records 5
• Status based Archiving 5
Technical Challenges 6
• Security 7
• Performance 7
• Usability 7
Solution 8
• Benefits 8
• Features 9
Conclusion 10
Table of Contents

Introduction
The modern business strategies are data-driven. Data plays a crucial role in empowering businesses to make
decisions based on numbers, trends, and facts. The real challenge is to sift through the noise and get the right data
at the right time in order to make the best business decision, and often to meet regulatory requirements.
Periodically archiving your historical data is an essential activity for any organization as data grows over the time.
This is useful for compliance, application performance, and cost efficiencies. Data archiving, in order to be effective
needs to be flexible, seamless and completely transparent to the users (both admin & business).
Salesforce customers often find it difficult to manage their Salesforce data growth as the data storage space is
limited and additional storage space costs hefty. This whitepaper outlines the need for data archival in the Salesforce
ecosystem and the related challenges with it.
This whitepaper addresses how DataArchiva could be a better fit considering cost, performance, security, and
maintenance, that can potentially reduce your Salesforce storage cost by over 80%.
1

Why to archive data?
Businesses of all sizes and verticals deal with a lot of operational data which is less accessible for day to day needs
but still required to be kept for various purposes like internal retention policies, compliance reasons, reporting,
marketing purposes. Archiving these historical data from the operational layer of a business application offers four
primary benefits:
1. Major Cost Savings
2. Enhanced Application Performance
3. Improved Compliance
4. Clean Operational Data
Performance of the application will be improved as the queries will perform faster with lesser data. Depending on
the nature of the business, archived data can be very useful; be it for any compliance or security audits or data
mining. Applying Prediction and Analytics on the archived data can even help organizations achieve sales &
marketing goals.
Another important reason is to save storage cost in Salesforce. If you wonder, is that a big deal? Yes, it is, because if
planned at an early stage, thousands of dollars can be saved by having a data archiving solution. Based on our case
studies, organizations can save over 80% of their data storage cost every year.
2

Business Challenges
There are various business challenges that organizations face while dealing with their unmanaged Salesforce data
growth. In this paper, we are going to discuss four of the top business challenges.
1. Storage Cost
2. Field History & Audit
3. Deleted Records
4. Status based Archiving
Storage Cost
When a business grows over time, the data size grows as well. Old data becomes historical, however, remains in
the database. In Salesforce, additional storage space is very expensive and this results in an increase in storage
cost with time. Apparently, this cost only keeps on growing as data volume rises. Depending on the nature of
your business, objects such as Tasks, Events, Emails, Opportunities, Cases, Leads, Campaigns, Custom Audits or
Custom Objects, etc keep growing and adds to the overall data storage size.
3

Now the question is - Do you really need the old or historical data in the database? The possible business answer
could be both YES and NO, that’s because occasionally, one may refer to old data for audit purpose or any other
reasons.
Let’s take a case, if your organization consumes Salesforce data storage space of 100 GB, your storage cost could be
anywhere around $300,000 per annum. In reality, 60-70% of your data potentially falls into old data category or in a
technical sense it can be called as archivable data.
Here is a case study based on one of our customer’s data.
It can be noticed that the initial storage cost was less when the
data was less. Over time, business growth resulted in huge data
growth.
This customer can immediately save $350,000 per year using a
data archiving solution. Besides, if this customer had planned a
pre-emptive archive approach 5 years ago, then they could have
potentially saved up to $1,225,000 from data storage cost.
4

Field History & Audit
Though Field History and Audit data do not add to storage space, it has a validity period and gets automatically
deleted after elapsed time. Hence archiving these data in a timely manner will enable to query for future audits. In
the case of custom audit objects, it is necessary to archive those objects periodically to reduce the storage
consumptions.
Deleted Records
Deleted records stay in the trash for a shorter period of time and recovering those at a later stage could cost an
additional fee from Salesforce. Hence for any audit reasons, this can be a candidate for archiving.
Status Based Archiving
At times, it is not always necessary to archive data which is older than a certain time period, but rather it is essential
to archive data based on business futility. For example, in a ticketing system, once a ticket is closed, entire data
records related to this ticket can be archived. This can apply to other business cases like student admission closure, HR
interview closures, business workflows, etc.
5

Technical Challenges
The question here would be, How to archive old data and reduce storage cost? And what kind of systems are needed?
This could bring in a new challenge on how to pull data
back to your Salesforce system on demand and without
compromising on impediments related to maintenance,
performance, security, data correlation, etc. This also
means, how archived data can be pulled seamlessly in
Salesforce along with the live data without affecting
performance or usability.
One of the ways to archive is to move the old data to a
different storage system and thereby reduce the storage
cost. Options can include archiving data to a low-cost
external cloud storage provider or in-house storage
system. In either case, there is a good deal of
infrastructure and maintenance overhead involved as
shown in the matrix with a comparison to DataArchiva
application if one has to think from the solution point of
view.
6

Security
There could be security constraints if data leaves Salesforce ecosystem to the external storage system. Mutual trust
and secured connections have to be established across connected systems to make sure data is secured while in flow
or in rest. The credentials need to query or fetch archived data has to stored with encryption. Data security of the
archived data has to be taken into consideration to make sure it is not vulnerable for any data breach with
appropriate encryption.
Since data is scattered across Salesforce objects and archived objects, querying any archived data could be
performance intensive operations. Design and architecture of the archive system should be capable to cater data with
better performance such that the end user does not experience any performance difference when viewing data from
Salesforce vs archived data.
Performance
Usability
For the end user, when using Salesforce, it doesn't matter where the data is originating, hence usability should not get
affected just because some of the data is coming from an archived source. The look and feel of the system must be
consistent.
7

Solution
Considering the above mentioned business and technical challenges, DataArchiva was designed to meet these
unique needs. With DataArchiva, there is no need for external storage or integration, all archived data still resides
within the Salesforce ecosystem making your data safe and secure.
Here are lists of benefits and features of DataArchiva that will help you make a wise decision when choosing a data
archival solution for your Salesforce Org.
Benefits
8
Low to Zero
Maintenance
Data Analytics Easy Search &
Restore
Highly Secured Lightning Support
DIY – Easy Setup
& Installation
Data Storage Cost
Savings
Improved CRM
Performance
Compliance
Ready
Scalability &
Accessibility
GDPR Compliant
Chatter/Feeds
Support

Features
9
Auto Scheduler Encryption-at-Rest
Auto Metadata
Sync
Data Integrity
Complex Object
Relationships
Restore
File & Attachment
Support
Large Data
Migration Utility
Integration (Process
Builder & API)
Field Audit Trail &
System Audit Trail
Support
Archiving Policy
External Storage
Support

Architectural Diagram
9

Conclusion
As Salesforce storage cost is expensive, it is wiser to plan a data archiving solution at the earliest.
In a nutshell, if you notice that your Salesforce data is growing or is already on the higher side, it is very essential to
look for archiving your historical data to prevent excessive accumulated storage cost and as well for enhanced
application performance.
10
Reach us: contact@dataarchiva.com for a Demo
DataArchiva.com +1 (323) 602-0606

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