My Salesforce storage is running out, so maybe I should back up some files to free up space.
We hear this all the time. And honestly, it’s one of the biggest misconceptions out there. Over the years, we’ve seen countless Salesforce users confuse the idea of archiving with backup. They’ll say, “Oh, I’ll just back it up to save storage,” as if the two were the same thing.
Here’s the truth: Backup vs Archiving Salesforce Data is not the same conversation. They’re two very different strategies. While both protect your Salesforce information for the future, they serve completely different purposes.
In this blog, we’ll break down the difference between Salesforce data backup and archiving, why both matter for growing businesses, explore real-world use cases, and introduce you to trusted solutions like DataArchiva (for archiving) and DataBakup (for backup).
Salesforce Data Archiving – The “Cut & Paste” Approach
Salesforce data archiving refers to moving unused or less frequently accessed data out of your primary Salesforce data storage and into another storage location. This could be Big Objects within Salesforce (native) or external systems like AWS, Azure, or on-prem databases.
DataArchiva Archiving Saves Money, Maintains Compliance, and Delivers Better Experience in Salesforce
Why do Businesses Archive Salesforce Data?
- To free up costly Salesforce data storage space.
- To keep Salesforce running faster and smoother.
- To meet compliance requirements by retaining data for 7+ years.
- To improve user productivity by reducing clutter in production.
DataArchiva for Archiving:
- Native Archiving: Moves data from Salesforce into Big Objects inside the Salesforce platform itself.
- External Archiving: Archives inactive Salesforce data into databases like MSSQL, MySQL, Postgres, or Redshift, while leveraging AWS, Azure, Heroku, GCP, or even on-premise systems.
If your Salesforce org is growing and you’ve hit those storage limits, DataArchiva is the smartest way to archive without losing accessibility.
Salesforce Data Backup – The “Copy & Paste” Approach
Now let’s talk about Salesforce data backup. Unlike archiving, backup doesn’t reduce storage usage; it creates a secure copy of your Salesforce records, metadata, and attachments.
Think of it like making a photocopy of your most important documents. The originals stay where they are, but you have a fallback in case something goes wrong.
Why do Businesses Back up Salesforce Data?
- To protect against accidental deletions.
- To defend from cyberattacks or ransomware.
- To recover quickly from natural disasters or outages.
- To meet audit and compliance requirements.
Backups should cover data, metadata, schema, and files, and should be stored as long as that information is actively needed in your Salesforce org.
DataBakup for Backup:
- Helps you back up Salesforce data and metadata into SharePoint, Amazon S3, or even your own servers.
- Works with cloud platforms like Azure and AWS or on-prem systems.
- Ensures fast, selective, or full restore in case of data loss.
When Data Loss Isn’t a Choice, You Need a Smarter Backup
Salesforce Backup vs Archiving – Key Differences
Here’s where people really mix things up. Backup and archiving aren’t competing solutions; they solve different problems. Let’s lay it out clearly.
Archiving vs Backup of Salesforce Data
| Feature/Use Case | Salesforce Archiving (DataArchiva) | Salesforce Backup (DataBakup) |
|---|---|---|
| Purpose | Optimize storage & improve performance | Protect against data loss |
| Method | Moves inactive/old data to cheaper storage | Copies data & metadata without removing originals |
| Impact on Storage | Reduces Salesforce storage usage | No impact on Salesforce storage |
| Compliance | Retains data long-term for legal/audit | Ensures recoverability for compliance |
| Primary Risk Solved | Storage limits, performance issues | Accidental deletions, disasters, cyberattacks |
| Where Data Lives | Native Big Objects or external DB/cloud | Cloud platforms (AWS, Azure, SharePoint, S3) or on-prem |
| Best Tool | DataArchiva | DataBakup |
Why Your Business Needs Both
So now that you know the difference between Salesforce data backup and archiving, the question is: do you need both?
For most businesses, the answer is a resounding yes. Here’s why:
Cost Savings
Instead of buying more Salesforce data storage or separate tools piecemeal, you can implement a combined Salesforce backup vs archiving strategy that saves money in the long run.
Compliance Confidence
Regulations like GDPR, HIPAA, and FINRA require strict data retention and recovery standards. Archiving keeps inactive data for years, while backups ensure you can restore anything at a moment’s notice.
Performance Boost
Archiving removes clutter from Salesforce production, making the platform faster. Backup, meanwhile, doesn’t impact performance but gives you peace of mind against data disasters.
Strong Data Protection
A backup-only strategy leaves you exposed to storage issues. Archiving only leaves you exposed to data loss. Together, they cover all bases.
The Best Options for Salesforce Archiving and Backup
When it comes to Salesforce, not all tools are created equal. That’s why DataArchiva and DataBakup stand out as best-in-class solutions, each designed for its own purpose.
- DataArchiva (Archiving): The only native archiving app for Salesforce, with external archiving options that integrate with your cloud or on-prem databases.
DataBakup (Backup): A robust backup and recovery app that ensures your Salesforce data and metadata are always recoverable, no matter what happens.
Final Thoughts
Finally, understanding Backup vs Archiving Salesforce Data requires acknowledging that these solutions serve quite distinct purposes. Archiving allows you to optimize Salesforce storage and performance while still meeting long-term retention needs. Backup safeguards you against data loss, unintentional deletions, and calamities by providing a solid recovery plan.
When combined with solutions like DataArchiva for archiving and DataBakup for backup, you have the perfect Salesforce data management strategy: secure, compliant, cost-effective, and future-proof.
So don’t prioritize one above the other. Use both. Your Salesforce environment and business will both benefit from this. Contact us to learn more about both the products and get a steal deal!
Try our DataBakup Application on AppExchange!
