This is a common picture for almost every fast-moving sales team. In a high-velocity sales environment, time isn’t just money—it’s momentum. And when that momentum gets interrupted—say, by a sluggish Salesforce org or delayed data retrieval—your team’s productivity takes a hit.
But what’s slowing them down? Not poor selling skills. Not a lack of tools.
It’s the weight of your data.
Years of closed deals, archived emails, attachments, and stale records piling up in Salesforce. The system starts to lag. Reports load more slowly. Searches become frustrating. Reps lose their flow.
And that’s where smart data archiving steps in!
Why Speed Matters in High-Velocity Sales
Modern sales teams thrive on quick turnarounds, instant insights, and smooth workflows. Whether it’s prospecting, nurturing, or closing, every step in the sales cycle relies on real-time data access and minimal friction. However, challenges with data management and Salesforce CRM performance aren’t in anyone’s control.
Most likely, the influx of data with an increase in deal closures and sales activities will slow down the Salesforce org. Think:
- Years of closed opportunities
- Thousands of unconverted leads
- Countless attachments and emails are logged per day
This accumulation doesn’t just clutter Salesforce—it cripples performance.
And with poor execution comes delayed results:
- With information overload, analyzing the datasets can be cumbersome, especially if your team is performing it manually.
- Limited or restricted access to historical data (even archived) can raise an issue when conducting long-term trend analysis related to deal closures or losses.
- In a sea of information and large datasets, how do you pick out quality data that serves the purpose of your sales team?
- If outdated or duplicate data exists, your sales reps can get stuck in a loop of reaching out to the same prospects. Archive or delete them to maintain data integrity, and in turn, avoid preventable challenges for the team.
Smart Salesforce Data Archiving: What It Is and Why It Works
Smart archiving is the process of moving old, unused, or less relevant data, like closed deals, inactive leads, or obsolete tasks, from your live Salesforce environment to a secure, easily retrievable archive.
Unlike deletion, archiving keeps your data intact and accessible, just in the background, where it doesn’t bog down performance.
With a solution like DataArchiva, this happens automatically, securely, and with full compliance.
Archive your Salesforce Data into External Databases
But how does data archiving in Salesforce boost sales activities?
- Faster Salesforce Performance: Smart archiving offloads old or irrelevant data, like closed deals, outdated tasks, or legacy leads, so the Salesforce instance runs smoother and loads quicker. Reps can pull up records, update opportunities, and run reports instantly.
- Cleaner Dashboards & Reports: Archiving ensures that only active, current data appears in dashboards and reports, giving reps and managers a real-time, crystal-clear view of the pipeline.
- Controls Storage Costs Without Losing Data: Sales teams generate a high volume of data, from emails and call logs to deal documents and notes. Archiving helps move inactive data to cost-efficient storage, reducing reliance on expensive CRM storage plans.
- Automates Data Hygiene: With archiving, organizations can define rules, like archiving closed opportunities older than a year or leads with no activity in six months.
- Supports Compliance While Staying Lean: Industries like healthcare, finance, and insurance often require long-term retention of sales records. Archiving makes it possible to store this data securely without keeping it all in your live CRM.
When all the facts show that data archiving is the way forward, the next move is to search for a tool that integrates with Salesforce and offers complete ownership of archived data.
Here’s how you can find one.
Key Features to Look for in a Salesforce Archiving Solution
Not all archiving tools for Salesforce data are created equal. And if you do find one that ticks all the boxes, make sure it assists your sales reps specifically. Look at the following features before you finalize on one data archiving app in Salesforce:
- The solution should work within the Salesforce ecosystem—no switching tabs, no third-party portals. This reduces the need to manage multiple apps for the same task and lessens the burden of additional training.
- A good solution should allow you to define specific rules for archiving, such as archiving opportunities after they close, leads with no activity after 6 months, or cases based on status or priority.
- Archiving to third-party platforms like AWS, Azure, or Google Cloud helps manage long-term costs. Look for solutions that seamlessly connect to external storage while maintaining access controls and usability from within Salesforce.
- Especially in regulated industries, it’s important to track what’s archived, when, and by whom. Solutions should include detailed audit logs, retention policies, and role-based access controls.
- Choose a tool that makes it easy for reps and managers to retrieve, view, or restore archived records—all without complex navigation or IT involvement.
Spoiler alert: DataArchiva checks all the boxes.
Archive, Secure, and Maintain Compliance with DataArchiva
How DataArchiva Helps High-Velocity Sales Teams Perform Better
DataArchiva is a robust Salesforce data archiving and backup platform built for Salesforce. It offers enhanced Salesforce performance, optimizes storage cost, improves data security, and completely automates compliance activities. DataArchiva is truly built for Salesforce users who need speed, storage relief, and compliance, without sacrificing access.
Sales teams use DataArchiva to:
- Archive stale opportunities after a specific time frame.
- Offload files and attachments to external storage while maintaining access.
- Keep dashboards clean and focused on the current pipeline.
- Enable faster decision-making without database drag.
They can do all these because:
- DataArchiva offers manual, automated, and policy-driven data and metadata archiving.
- Move even Files & Attachments to external storage for archiving.
- Easily view and restore archived data whenever needed.
- Enable encryption, role-based access, and protected data visibility
- Maintain complex object relations when you archive data
Real-World Benefits: Sales Use Cases of Archiving with DataArchiva
Let’s look at some real-life scenarios where your sales team’s needs depend on data archiving within Salesforce to deliver measurable results:
A high-velocity sales team closes one deal after another. Most often, sales reps dive into creating invoices, MOMs of client calls, and more as they go ahead with the sales process. In all this, they may struggle with slow dashboard performance due to years of accumulated opportunity data.
By archiving closed-lost deals older than 18 months, they could significantly reduce the volume of active records in Salesforce to improve dashboard load speed, giving reps and managers quicker access to real-time pipeline insights.
Similarly, massive storage issues due to heavy file attachments and old case records are some of the other common use cases where archiving data (along with files) supports a sales rep in their work.
Key Takeaways
DataArchiva offers:
- Seamless Salesforce integration: Easily integrate your Salesforce org with cloud storage systems to move archived data externally and save on Salesforce storage.
- Custom archiving criteria: Set rules to archive records based on fields like opportunity close date, stage, lead status, or last activity.
- Automated archiving schedules: Automate archiving jobs to run daily, weekly, or monthly, ensuring your CRM stays clean without manual intervention.
- Metadata & file attachment archiving: Archive not just the record, but also related attachments, emails, and metadata, all of which are easily accessible with Salesforce.
- Role-Based Access Controls: Ensure only authorized users (e.g., sales managers, team leads) can view or restore sensitive archived data, enhancing security and compliance.
- Granular record-level control: Manually archive or restore individual records or use mass actions for larger datasets.
- Smart data retrieval: Archived records can be restored or referenced in Salesforce reports and dashboards.
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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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Ritika Kumari