If you’re a Salesforce-heavy business, you may be on the brink of a data overload. What seems like a benefit could soon lead to bloated Salesforce storage, increased costs, slow performance, and data governance issues.
However, the future of custom archiving in Salesforce is exciting. It will allow you to define what data to keep, when to retain it, and where to store it, all tailored to your needs instead of generic policies. This new approach promises to enhance efficiency and decision-making as we navigate our data landscape.
Let’s break it down.
What is Custom Archiving in Salesforce?
Custom archiving in Salesforce means you define your own logic to select which records to archive, based on your business processes, not just default timestamps.
Unlike native archiving or one-size-fits-all tools that only look at record age, custom archiving lets you build archiving rules around custom fields, field values, record relationships, user activity, or any combination of logic you define.
Imagine you’re a healthcare organization leveraging Salesforce Health Cloud. You might want to archive patient cases that:
- Are older than 2 years.
- Have a status = ‘Closed.’
- Belong to a specific provider team.
- And, have no open tasks or follow-ups linked.
Custom archiving lets you do exactly that. And not just that, it keeps the data accessible whenever needed, either from your external storage or from a custom interface within Salesforce itself (like what DataArchiva provides).
An American Healthcare Company Claimed Immunity For 80 GB Of Salesforce Data With DataArchiva On AWS Cloud
Where Default Archiving Falls Short
The default archiving typically includes:
- Only considers standard objects and date fields.
- Can’t handle complex dependencies between related objects.
- Doesn’t allow multi-layered conditional logic.
- Leaves orphaned records if dependencies are not maintained.
In contrast, custom archiving gives you full control, so you can maintain:
- Data integrity (child records archived with parent).
- Compliance alignment (only delete/archive when retention rules are met).
- Performance optimization (strip out data that's truly inactive).
How Does it Work with DataArchiva?
- Use SOQL-like filter logic to define archive rules.
- Archive standard, custom, and even complex related objects.
- Automate archive jobs based on object-level and field-level conditions.
- Retain a mirror view of archived records inside Salesforce, via Virtual Lookup or External Object Sync.
Why Custom Archiving Really Matters in Salesforce
That’s exactly where custom archiving comes in. It’s not about deleting data, it’s about managing it intelligently, on your terms.
The Real Cost of Letting Data Pile Up
Without archiving, legacy records start hogging storage and cluttering your CRM:
- Storage hits 100% → You’re forced to buy more space.
- Reports slow down → Users get frustrated.
- Data becomes unmanageable → Teams lose efficiency.
With custom archiving, you can keep the data, just not in the way. Move older, low-usage records out of primary storage without losing access or breaking relationships.
Salesforce Storage Wasn’t Built for This
Custom archiving fills that gap. It lets you define logic that matches your business processes. Want to retain finance data for 3 years and healthcare data for 7? Done. No dev work, no workarounds.
You’re Not Just Freeing Up Space, You’re Staying Compliant
Whether you’re dealing with GDPR, HIPAA, or industry-specific mandates, keeping records longer than necessary or in the wrong system can trigger serious penalties.
Custom archiving helps you:
- Define fine-grained retention policies.
- Ensure old data is stored in the right place.
- Be ready for audits without scrambling.
Set it once, let automation take over, and stay in full control.
Data Security using Encryption, Masking, & RBAC with DataArchiva
Custom Archiving Made Easy with DataArchiva
Let’s be real, Salesforce data doesn’t just sit. It grows. And if you’re not managing that growth smartly, it slows everything down and costs more than it should. That’s where DataArchiva’s custom archiving steps in, no code, no dev dependency, just clean, controlled Salesforce data management.
Build No-Code Archival Policies—Your Way
Why wait for IT to define archival logic when you can do it yourself?
With DataArchiva’s no-code interface, build custom rules based on:
- Record age (e.g., Opportunities > 2 years).
- Field values (e.g., Status = Closed Lost).
- Data usage patterns.
You stay in control, with automation that runs monthly, quarterly, or whenever works best.
Choose Where Your Archived Data Lives
Cloud? On-prem? Your call.
DataArchiva supports seamless archiving to:
Wherever you store it, your data remains secure, accessible, and compliant.
Preserve Record Relationships + One-Click Restore
Worried about losing links between archived and live data? Don’t be.
DataArchiva retains relational integrity, so parent-child and lookup relationships remain intact.
Need something back? Just use the one-click restore. That’s it, no need to rebuild anything manually.
Archive Isn’t Backup.
- Backup = Recovery from loss.
- Archive = Smarter long-term storage + compliance.
With DataArchiva, you get both because they serve different purposes, and both are critical.
Stay Audit-Ready with Metadata Archiving
GDPR and other regulations don’t just care about data, they care about context.
That’s why DataArchiva doesn’t stop at record-level archiving. It also:
- Archives metadata.
- Supports custom retention periods.
- Keeps you audit-ready at all times.
Access What You Archive
Just because it’s archived doesn’t mean it’s gone. With DataArchiva, you can:
- Search & view archived data within Salesforce UI.
- Access via external viewers or APIs.
- Restore individual records in seconds.
Your users get what they need, when they need it, without cluttering the live org.
Visualize Data & Optimize Usage
Want to see how your data is growing and what’s eating up space?
DataArchiva gives you a visual breakdown of:
- Object-wise data consumption.
- Growth trends.
- Archive impact.
This makes it easier to prioritize what to archive next and prove ROI.
The Business Case for Custom Archiving in Salesforce
Here’s why smart teams are making custom archiving part of their core Salesforce strategy:
Why pay premium rates for storing inactive records?
Businesses that archive strategically with tools like DataArchiva have seen storage cost reductions of 60–80%, especially at the enterprise scale. That’s money better spent elsewhere, on innovation, not infrastructure.
By removing the bulk from your active org, you get:
- Faster load times
- Quicker reports
- Cleaner UI for users
When can users find what they need without the noise? That’s real productivity.
Each department has its own retention rules:
- Finance wants 3 years
- Legal wants it indefinite
- Healthcare needs 7
With custom archiving, set these policies once and automate everything. DataArchiva ensures that records are archived or deleted based on your rules, without touching a line of code.
Explore DataArchiva to help your business
Businesses that archive strategically with tools like DataArchiva have seen storage cost reductions of 60–80%
