Salesforce is quietly becoming the heartbeat of healthcare, driving patient engagement, managing care journeys, and supporting case tracking, all while maintaining HIPAA compliance. It’s far more than just a CRM now.
However, as this data continues to grow exponentially, data archiving in healthcare is no longer optional; it’s a necessity to ensure compliance, performance, and sustainability.
Here’s the catch: all that activity generates mountains of data—EHRs, claims, appointment logs, messages—you name it. And that pile only grows.
What happens when your Salesforce storage maxes out? Or when an audit demands records from seven years ago?
That’s when data archiving becomes your smartest move to keep you compliant, uncluttered, and agile without slowing down your Salesforce org.
The Data Challenges in Healthcare Salesforce Orgs
Healthcare organizations using Salesforce are experiencing rapid data growth, driven by the digital transformation of patient care and operations. This surge in data is largely fueled by several key sources:
Electronic Health Records (EHRs)
EHRs are a primary contributor to data volume in healthcare CRMs. Each patient interaction, treatment plan, lab result, and diagnosis generates a significant amount of structured and unstructured data in Salesforce, consuming storage space.
Healthcare Leader Transformed Data Storage Needs in Salesforce with Native Archive to Stay Compliant
Claims Data
Claims processing involves large volumes of transactional data between healthcare providers, insurers, and third-party vendors. These records accumulate quickly and also require long-term retention for compliance and audits, further stressing storage limits.
Provider-Patient Communications
With the rise of patient-centric care, communication logs, including emails, SMS, portal messages, and call notes, are increasingly stored in Salesforce. These records are essential for maintaining patient engagement and care continuity, but contribute heavily to data bloat.
Medical Device Integrations
As more healthcare providers integrate connected devices and IoT-enabled equipment with Salesforce, they begin to receive a continuous stream of real-time data such as vitals, device readings, and usage logs. While valuable for proactive care, this data rapidly fills up storage.
HIPAA Compliance & Data Retention Mandates
When dealing with Protected Health Information (PHI), healthcare organizations must follow strict HIPAA rules, especially when it comes to how long data is retained. Depending on state and federal mandates, retention timelines can range anywhere from 6 to 10 years, sometimes longer. That means having secure data access, detailed audit trails, and robust data lifecycle governance isn’t optional; it’s critical.
The Impact on Storage Limits and CRM Performance
Together, these data sources can quickly exceed native Salesforce storage limits, especially in orgs handling thousands of patients or operating across multiple facilities. As storage nears or exceeds capacity:
- CRM performance degrades, leading to slower load times and reduced user efficiency.
- Data accessibility becomes limited, especially if users struggle to find critical historical data.
- Compliance risks increase if records are improperly deleted or not retained for mandated durations.
- Operational costs rise as organizations face steep charges for additional Salesforce storage.
Addressing these challenges requires a strategic approach to data lifecycle management, balancing retention, accessibility, and performance to maintain a compliant and efficient healthcare CRM environment.
Why Native Salesforce Data Archiving is the Ideal Strategy
Now, most teams try to manage data bloat by deleting old records or exporting data outside Salesforce. But that’s risky, data loss, broken object relationships, and compliance gaps are real concerns.
That’s where native archiving comes in. By archiving data within Salesforce itself:
- You preserve relational integrity
- Archived records remain accessible and searchable
- You retain an audit-ready architecture
- And most importantly, no data ever leaves your secure ecosystem
Archive data into BigObjects with the ONLY Native Data-Archiving Application
Addressing EHR Integration & Sensitive Data Challenges
Healthcare data is often spread across EHR systems and Salesforce. Native archiving supports EHR data management by allowing you to archive inactive, time-sensitive patient records without disrupting operations.
Whether it’s managing closed cases, claims data, or massive volumes of interactions, archiving ensures everything stays secure, encrypted, and HIPAA-compliant.
How a Fast-Growing Organization Solved Its Salesforce Data Challenges Using an AWS-Powered Solution
As businesses scale, so does their data. One organization using Salesforce across multiple teams was facing serious data growth challenges. With years of information piling up, they needed a way to manage it all, without slowing down performance or sacrificing accessibility.
The Challenge?
Store large volumes of historical data securely, ensure quick access when needed, and meet long-term retention requirements, all while staying within platform limits.
The Solution?
By implementing a scalable data archiving solution integrated with AWS, they seamlessly moved excess data out of Salesforce while keeping it accessible for reporting, audits, and day-to-day operations.
The Result?
- 40% faster data access
- 30% improvement in search performance
- 20% boost in response efficiency
Looking to reduce Salesforce storage costs and stay compliant without losing data access?
Get the full story, download the case study now.
Why DataArchiva Is Built for Salesforce Healthcare Archiving
As your data grows, performance shouldn’t suffer. With scalable native archiving, you can plan for long-term growth without storage cost spikes.
You’ll see improved Salesforce performance, a better user experience, and still retain access to historical data for analytics and reporting, even when it’s archived.
DataArchiva was built with healthcare in mind. It’s:
- 100% native to Salesforce.
- Supports HIPAA-compliant storage using BigObjects or secure external platforms.
- Provides data encryption, access control, and full audit support.
- Let's you search, restore, and even back up archived data effortlessly.
If you’re looking to make your Salesforce HIPAA-compliant and ready for future growth, let’s talk.
Our experts at DataArchiva can help you implement a secure and scalable archiving solution tailored specifically for healthcare. Book a demo now!
Secure & Compliant Patient Data with DataArchiva
Ensure secure, compliant patient data with DataArchiva’s archiving solution for Salesforce, safeguarding sensitive healthcare information & meeting regulatory standards.
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 sales@dataarchiva.com
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Mehzia Naz