3 Ways to Optimize Salesforce Data Storage While Reducing Costs

Do you wish to lower your data storage costs in Salesforce? Want to find out the most efficient way to control your data storage consumption? ‌Then, getting your Salesforce data storage optimized should be your next effective step. 

Typically, the goal of data storage optimization is to – 

  • Avoid additional storage costs in Salesforce  
  • Combine existing storage resources to meet requisites 
  • Minimize the storage administration process

And, also to improve system performance with all next-gen Einstein tools, keeping your data storage AI-ready. 

Thereby, a unified approach toward Salesforce data storage optimization can remedy your storage cost problems and reduce data retention woes. Let’s look at the steps to follow and know how it can be functional to apply ‌data storage optimization within the Salesforce system.

Purge Unused Data

One of the easiest ways to optimize data storage is by cleaning up unnecessary data from your Salesforce system. And, this can be done in two ways –
i) By manually removing the unnecessary data
Can be achieved easily, by simply querying – ‘mass delete record’  from the quick find box to find the tool. Else, you can use simple tools like Salesforce’s web-based Mass Delete Wizard and certain ETL tools like Salesforce Data Loader, dataloader.io, and Jitter Bit. Also, do cross-check the deleted data for accuracy, if you are running the program to remove data in bulk. 

ii) By using automations
Can be done automatically through various third-party applications in the Salesforce AppExchange marketplace, saving both time and mundane efforts. 

Data Purging Limitations in Salesforce

Furthermore, unplanned data deletion or deletion of records can largely impact if you have a big and complex data org in Salesforce. You can accidentally break connections between relationships and their related records. Likewise, it can be as important as a master record, which when removed may result in deleting all the child records. Before you take a call check out the bright six ways to confirm your master data management (MDM) strategy in Salesforce, where we have tried to explain it in a simple and easy way. 

Deleted records cannot be recovered. Before deleting records, make sure you have done a thorough background check, on whether you have a data backup in place for Salesforce. If the answer is no, you can also check out our Salesforce data backup application to confirm your recovery goals.

If you prefer Ctrl+X over the Delete button on your keyboard, data archiving is the ideal way to keep your Salesforce data storage optimized. 

Archive ‌Unused Data 

As discussed earlier, regulated industries can’t immediately delete Salesforce data, often they have retention criteria to align with and are not at liberty to remove records from Salesforce. Once again, before you hit the Salesforce data storage limits, your system also requires an urgent clean-up. The immediate approach should be to take out the data from the primary data storage space and archive it into a secondary storage location. For archiving data from Salesforce, our flagship data archiving application DataArchiva app offers you three archiving options. 

a) DataArchiva Native Archiving

Salesforce customers who want to archive their data within the ecosystem can leverage Salesforce’s big-data-based storage system ‘BigObjects’ to archive old data. DataArchiva is the ONLY app that offers Salesforce archiving into BigObjects.  It can process a massive volume of data with ease. As the data is not moving outside, this would be a preferred option for enterprises that are compliance-driven.

b) DataArchiva External Cloud Archiving 

DataArchiva’s external archiving app can seamlessly connect with any of your 3rd party cloud platforms (Heroku, Azure, AWS, GCP) and transfer your Salesforce data to your database (Postgres, Redshift, ‌MSSQL & Oracle). Our application allows enterprises to establish seamless connections between external clouds with Salesforce, without any 3rd party connector apps. For better data visibility, it allows you to have a complete view & access ‌to the archived data right from the Salesforce app.

DataArchiva external cloud archiving has beyond archiving features like – 

  • Global search of archived data
  • One-click restoration 
  • Live reporting on archived data supporting Tableau & PowerBI
  • Meta-data sync to maintain complex object relationships  

In a nutshell, Archiving with DataArchiva allows enterprises to tap maximum ROI with 100% Salesforce archive data ownership, making the entire archiving process hassle-free & fast. 

c) DataArchiva On-premise Archiving  

If you already own an on-premise system and want to archive your Salesforce data in your existing database, then On-premise Archiving is just the right choice. An easy alternative for those who prefer to keep data local, instead of using cloud storage services. And, DataArchiva’s on-premise archiving operates by leveraging your company-owned infrastructure, allowing enterprises to have more flexibility, reliability, and security over the archived data with 100% data control. 

Having a Roadmap to Define Data Goals

DataArchiva comes with almost every flexibility that you would need in Salesforce data archiving. And, to make the best use of all its archiving features, you need a robust data plan in your pipeline. A data roadmap defining your archiving goals on – 

  • Which objects to archive
  • What should be your archive location
  • How long do you have to archive
  • Or, whether you need a system integration 


Roadmap to Define Data Goals


A vast majority of the most successful enterprises running on Salesforce have already established a clear 5-year roadmap on how they want to preserve their business-critical data. This helps them to make better ‌‌archival decisions while reducing storage costs in Salesforce. When you are using DataArchiva, you can choose the objects to be archived with a choice of multiple storage options to get it stored, in one click of a button.  DataArchiva is a one-of-a-kind application that offers you a reliable & cost-effective data archiving application in Salesforce that solves your complex archiving challenges and caters to your storage optimization needs. 

If DataArchiva is on your wishlist, don’t hesitate to schedule a product demo with us, we will be all set to seal your deal. Just choose from the options below, and you are good to go –

1) I would like to get a product demo
2) I would like to check the product datasheet first!


Salesforce Storage is the Base of Enterprise Business

To learn the top four ways to optimize data storage in Salesforce

Related Post

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 [email protected]
CEPTES has been a pure-play Salesforce platform-focused company since 2010. We are product magicians as well as Salesforce consulting whizzes with 1000+ customers across the world. DataArchiva is CEPTES’s flagship application listed on AppExchange