Top 3 ways to prevent your Salesforce Org hitting the maximum data storage limit
Organizations of all sizes and from varied industries always have a definite bottom line. Cost minimization and profit maximization are their primary goals. In order to achieve this, a part of every organization invests in tools and technologies which helps them in achieving rapid growth.
Salesforce CRM has always been considered as a perfect example of one of those technological investments that companies do to accelerate business growth. Being a multi-tenant environment, Salesforce has set certain limits in its functionalities in order to ensure a consistent Org performance. One such area is ‘Data Storage’.
As we know, Salesforce storage can be categorized into three types including file storage, data storage, and Big Objects. Big Objects is Salesforce’s big data based storage system. In this blog, we are going to discuss regarding Salesforce data storage.
Salesforce data storage is comprised of the data records stored within Standard and Custom Objects. Data storage includes;
- Marketing Data (Lead & Campaign)
- Sales Data (Account, Contact, Opportunity)
- Service Data (Cases, Article, Knowledgebase)
- Custom Object Data
Salesforce data storage limits
Data Storage limits for every Contact Manager, Group, Essentials, Professional, Enterprise, Performance, and Unlimited Editions are allocated 10GB for data storage, plus incrementally added user storage. For example, a Professional Edition Org with 10 users receives 10GB of data storage, plus 200 MB, for 10.2 GB of total data storage.
Analyzing your data storage usage
To understand how your primary Salesforce storage space is being consumed, you need to first analyze which objects in your Salesforce Org are occupying the most storage space. To prevent your Salesforce Org hitting the maximum data storage limit, you need to analyze your data storage usage, current data volume, and data retention requirements.
Tips to increase your Salesforce data storage space
There are quite a few options in order to optimize your Salesforce data storage space. Some of the most popular methods are data archiving, backup & purge unwanted data, purchase additional data storage space from Salesforce, application optimization, external data integration, etc. However, after working with multiple Salesforce customers over the past decade, we understood what most of the organizations perform in order to manage their Salesforce data storage.
Option-1: Cleaning up unwanted data manually or automatically
You can clean unwanted data both manually and automatically in order to increase your Salesforce data storage space.
Manually cleaning unwanted data
- You can always clean up Salesforce data manually. There are certain tools which can help to do this. Salesforce offers a native deletion wizard to delete old accounts, leads, activities, contacts, and even cases. Currently, the complete Mass Delete is limited to around 250 records and is also limited to the above-named objects. This feature is available in every Salesforce editions except for the Database.com.
- Apart from this, various ETL (Extract Transform Loading) tools can be used for both data migration as well as for data removal. Salesforce Data Loader is a very popular ETL tool. There are also other ETL tools that can help you manually delete data such as Dataloader.io, Informatica, JitterBit, etc.
- Most of these tools are paid and will always require significant investment and evaluation to ensure they meet the requirements.
Automatically cleaning unwanted data
- It is not necessary that you must always spend a lot of time and money removing your unwanted data. The removal process can also be automated with some AppExchange apps. These apps mass deletes data for any standard or custom object and help you optimize Salesforce data storage.
Option-2: Additional storage space purchase from Salesforce
- If you are from a highly regulated industry (Government, Healthcare, BFSI, etc.) or the nature of your business demands compulsory data retention for a certain period of time, then you can’t afford to delete your Salesforce data. In that case, you can always purchase additional data storage space from Salesforce. However, Salesforce additional storage space is highly expensive.
- One more way of upgrading the storage facility is by simply taking benefit of higher per-user data storage limits. This is available to Performance and Unlimited Edition users. Hence, depending on the required number of licenses, the upgradation option can be estimated.
Option-3: Archiving data
- Data archiving is probably the most recommended option, when it comes to managing your Salesforce data storage space. Data archival solutions can potentially archive your unwanted data and keep it in the external storage system. This allows you to free up your primary data storage space and prevent hitting the data storage limit.
- DataArchiva is the most recommended data archiving solution for Salesforce which is a native solution. DataArchiva uses Big Objects to archive Salesforce historical data at a native level as well as offers connectors that allow you to store your archived data in your preferred external Cloud or On-prem storage systems. This solution can potentially save over 80% of your data storage costs and significantly enhance your application performance.
To know more, get in touch with our Salesforce storage experts.