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Data management best practices

Top 4 Salesforce Data Management Best Practices: A Complete Guide for Salesforce Admins

Implementing an efficient Salesforce Data Management is crucial for all, right from the most basic to the most complex of Salesforce CRM implementations. But even the most delicately designed business processes and analytic reports will be rendered useless without quality data to support them. It’s very important to regularly evaluate the data management systems of your enterprise and review the best practice tips shared by other Salesforce admins. There are high chances you might come across a strategy that when implemented can dramatically improve the data quality. 

For your benefit and ease, we have curated a small list of top four Salesforce data management best practices that might take your Salesforce experience to the next level.

Data Integrity

One of the foremost things that decides the effectiveness of any data management strategy is the quality of data that is being stored in the Salesforce system. 

  • To extract maximum benefit, all the records, data, and information stored in the system should first ideally be named according to specific conventions. This ensures that a record’s underlying information can be clearly understood at one glance and that all records are easily differentiated from one another. 
  • Duplicate records can become great trouble by creating an inaccurate view of the database size, result in wasted efforts from the sales and marketing teams, and can lead to grossly miscalculated revenue and sales projections. Therefore periodically getting rid of such duplicate records is essential. This can be achieved by either using Salesforce’s Data Import Wizard and selecting a matching field to identify duplicates or using Salesforce’s built-in duplicate management tool. 
  • Another important factor to account for is the degradation of the quality and integrity of your data over time. It is indispensable to keep the internal data as much up to date as possible lest even the most robust databases will be rendered nearly useless. Several add-on products and applications can be used in this situation to scrub and enrich the data by getting rid of redundant data. 

Data Validation

The Salesforce data validation rule is potentially one of the most effective Salesforce data management practices and is generally included when a regular Salesforce algorithm is created. 

  • On an individual level, validation helps to easily manage all the system data as effectively as the larger data management tools. Using validation rules, a user can block the creation or editing of records once a pre-defined criteria is met and work specifically on the data that meets the criteria listed. It comes handy when locating some specific record within large pools of information. 
  • Likewise on the organizational level, particularly those who regularly ship products and marketing materials to their customers, implementing a third-party validation for addresses and other demographic information will be immensely helpful. This simple add-on feature can ensure huge time and cost savings with a relatively little effort on the organization’s part. 

Data Backup and Archiving

In the Salesforce system, it is always a good idea to adopt a backup or an archiving strategy considering specific business requirements.

  • As the constantly flowing data is extremely vulnerable to corruption and accidental damage, creating a proper backup strategy becomes necessary. The frequency of the data backups varies depending on the database size, number of users, and how often changes are made to the data. A variety of options are available to help you backup and restore your data, including Salesforce’s Data Export Service, Data Loader, Report Export, or any third party application.
  • Another option for increasing data security and system performance while reducing the costs is the implementation of a secure Salesforce data archiving strategy. In archiving, less used or historical data is moved out of the system into an external storage space where it can be stored and then accessed whenever required. Even Salesforce’s Big Objects can be used to archive data. DataArchiva helps Salesforce enterprise customers archive their data within the Salesforce system natively using Big Objects and future proof their data storage.

Data Documentation and Teaching

Even the most carefully thought out data management processes and procedures are useless unless they are documented and made available to everyone who needs them. The final practice that a data management agent utilizes is the documentation and teaching tool. 

  • This includes teaching individual users how to manage data themselves and document it independently. This can be executed by including helpful texts within a Salesforce program guiding the user about the process to input the information and complete the appropriate task. 
  • For this practice to be successful it is highly recommended that at least one person in the organization’s department should be trained on the tool’s operation. This is a viable option as it removes the responsibility from the admin’s shoulders and places it on the users’ but the key here remains the consistent communication.