In 2017, a fast-growing healthcare provider migrated its operations to Salesforce. In just a few years, their system became bloated with millions of inactive patient records, compliance reports, and historical data. Backups took forever, reports lagged, and storage costs skyrocketed. They knew they needed a way out, not just to save costs, but to keep operations efficient and compliant. That’s when they discovered the benefits of Salesforce data archiving with DataArchiva, and their entire approach to data management changed.
This story isn’t unique. Across industries, from healthcare to finance, organizations are struggling with Salesforce storage limits, compliance demands, and data bloat. The solution? Understanding what Salesforce data archiving is, implementing the right data archiving system, and leveraging the advantages of archiving with a solution purpose-built for Salesforce, like DataArchiva.
Basics of Salesforce Data Archiving
Before diving deep into the data archiving benefits, it’s important to understand the data archiving process in Salesforce. Think of it as spring cleaning for your CRM; you’re not deleting valuable information; you’re storing it securely for future use while keeping your main system lean and fast.
Data Identification
The first step in any data archiving and storage system is identifying which data to move. In Salesforce, this often means old opportunities, inactive customer records, outdated cases, or compliance logs that must be retained for legal purposes.
Data Classification
Once identified, classify your data. For example, benefits of healthcare data archiving often include categorizing patient records by retention timelines; some need to be kept for decades, others just a few years.
Archiving Methods
Why is Salesforce Data Archiving Important?
Here’s the reality: as your Salesforce org grows, performance suffers. Backups slow down. Reports take longer to run. You start paying a premium just to store inactive data.
The data archiving reasons go beyond cost savings:
- Compliance: Many industries, especially healthcare and finance, have strict rules on data retention.
- Performance: A leaner database runs faster, improving productivity.
- Security: A proper secure data archiving process ensures sensitive data is stored safely.
In short, archiving Salesforce data is not a nice-to-have; it’s mission-critical.
Types of Archived Data
Depending on your industry, the types of data you archive may vary:
- Historical transactions (sales orders, closed deals)
- Inactive accounts and contacts
- Compliance records (audit logs, policy documentation)
- Patient files in healthcare (HIPAA compliance)
- Old cases and service tickets
In healthcare, the benefits of healthcare data archiving are particularly strong, freeing up operational systems while keeping historical patient information accessible for audits or future care.
How Salesforce Data Archiving Works
The data archiving process with DataArchiva is straightforward yet powerful:
- Choose Objects: Select standard or custom Salesforce objects to archive.
- Define Policies: Set rules by age, status, or activity.
- Automate: Schedule archiving so it happens without manual effort.
- External Storage: Move data to AWS, Azure, GCP, or on-prem databases.
- Access Anywhere: View archived data directly within Salesforce, no switching systems.
This isn’t just database archiving; it’s a fully integrated data archiving and storage system that blends performance, security, and accessibility.
Reduce Cost, Stay Compliant & Unlock Superior Data Experience in Salesforce with DataArchiva External Archiving
Benefits of Salesforce Data Archiving
The benefits of data archiving with DataArchiva go far beyond simply freeing up Salesforce storage. It’s about transforming how your organization manages, secures, and accesses information, ensuring your CRM remains fast, compliant, and future-ready.
Increased Capacity
Think of Salesforce like a busy highway; the more vehicles (data) you cram in, the slower traffic moves. Archiving data with DataArchiva is like building a dedicated lane for inactive records. Backups and restores run faster because the system isn’t bogged down by old, rarely accessed information. In industries like healthcare, where compliance records and historical patient data accumulate quickly, this capacity boost ensures smooth day-to-day operations without sacrificing access to historical data.
Compliance Confidence
Regulatory frameworks like GDPR, HIPAA, and SOC 2 don’t just require secure storage; they mandate specific data archiving processes for retention and deletion. A strong data archiving system like DataArchiva ensures your Salesforce records follow retention rules automatically. Whether you need secure data archiving for patient files, financial statements, or audit logs, you can define policies that meet industry requirements and pass compliance checks with ease.
Archive in Compliance with European Data Privacy Regulations
Enhanced Productivity
Slow reports, delayed dashboard loads, and sluggish search results can frustrate your team and impact customer service. By removing inactive data from your live Salesforce org, DataArchiva ensures faster system responses. Your employees spend less time waiting and more time working, boosting productivity across sales, service, and support teams.
Scalable Growth
Your business isn’t static, so your data archiving system shouldn’t be either. DataArchiva’s pay-as-you-grow model means your data archiving and storage system expands in lockstep with your organization, without overcommitting on costs. Whether you’re storing a few million records or billions, the scalability ensures that the future of data archiving in your organization is sustainable and cost-efficient.
Better Location Management
In the past, companies invested heavily in physical storage, intranet servers, and expensive infrastructure for long-term archival of data. With DataArchiva, you can store archived Salesforce data in AWS, Azure, GCP, Heroku, or on-premises, giving you control over where and how your data resides. This flexibility not only saves on infrastructure costs but also supports multi-location compliance strategies for global organizations.
Improved Efficiency
Nearly 72% of organizations store inactive data in their primary systems, wasting performance and money. This creates unnecessary strain on both storage and compute resources. DataArchiva alleviates this by automating database archiving while preserving record relationships and access from within Salesforce. This streamlined approach means your Salesforce org stays lean without compromising functionality.
Reduced Costs
Salesforce native data storage is expensive, and upgrading it often costs thousands of dollars per year. A long-term data archival strategy can cut these costs by up to 60%. DataArchiva reduces both primary storage costs and backup storage requirements, delivering a rapid ROI. By offloading old records to lower-cost external storage, you optimize your budget while maintaining compliance and accessibility.
Long-Term Availability
The future of data archiving isn’t just about cost savings; it’s about ensuring your data is available and usable for decades. Technology changes, but DataArchiva’s approach to secure data archiving ensures that your records remain accessible, intact, and compatible with evolving platforms. Whether you need to retrieve a ten-year-old case file or an archived patient record from a legacy system, you’ll have the tools to access it instantly without migration headaches.
Does DataArchiva Offer a Data Archiving Solution?
DataArchiva isn’t just another data archiving system; it’s built specifically for Salesforce, offering automation, flexibility, and security that generic tools can’t match.
It enables automated Salesforce data archiving to AWS, Azure, GCP, or on-prem, giving you full control over where your data resides. You can set custom archiving and purging policies to align with retention rules, access archived records directly inside Salesforce, and offload bulk data while preserving complex object relationships.
With secure data archiving features like encryption, role-based access controls, and audit trails, your compliance needs are covered. AI-powered search helps you instantly locate archived records, while instant restore ensures full relationships and context are preserved. Plus, unified reporting combines live and archived data for complete visibility, and you maintain 100% ownership of your archived data.
The data archiving reasons for choosing DataArchiva go far beyond avoiding platform limits:
- Lower Salesforce storage costs
- Boost system performance
- Meet compliance mandates automatically
- Keep historical data accessible for audits, BI, or customer service
- Retain full database archiving control in your chosen storage
For sectors like healthcare, finance, and government, the benefits of healthcare data archiving and secure data archiving are game-changers, protecting sensitive records for decades while ensuring instant retrieval when needed.
Final Thought
If your Salesforce org is slow, expensive, and bursting at the seams, the time to act is now. The benefits of data archiving are too significant to ignore, and DataArchiva is the most secure, compliant, and future-ready solution to get you there. From lowering costs to boosting performance and ensuring compliance, it’s the data archiving and storage system that not only meets your current needs but also anticipates your future ones.
FAQs
Archiving reduces storage costs, improves system performance, ensures compliance, keeps historical data accessible, and enhances backup efficiency.
The main purpose is to securely store inactive or historical data for long-term retention, compliance, and quick retrieval without overloading active systems.
Common methods include on-premises storage, cloud-based archiving, and native platform archiving (e.g., Salesforce Big Objects).
Let DataArchiva Handle All Your Salesforce Data Archiving Woes!
