- April 23, 2021
- Bill Tolson|
- Data Privacy|
- Regulatory Compliance|
- Data archiving|
- Cloud archiving|
- Application Retirement|
- Information Security|
The Salesforce platform is a leading customer relationship management (CRM) application and cloud computing platform with functionality targeted at sales, marketing, and customer services professionals. Salesforce offers a wide variety of CRM categories and systems to meet various customer needs, including CRM clouds for Sales, Marketing, Services, Commerce, Analytics, Integration, and Community.
The most obvious requirement to archive Salesforce data is to reduce storage overheads. Salesforce doesn't include a comprehensive archiving mechanism, instead industry experts recommend incorporating a third-party archiving application or delete aging data as needed. Many companies eventually run into Salesforce data storage limitations and face the need to either delete or archive data to free up space. Purchasing additional storage can cost $125 per month for 500 MB per year. For most organizations, this option isn’t economical, especially if email and other Salesforce group collaboration applications are used. However, the need to archive Salesforce data goes way beyond addressing inherent storage limitations.
Every organization has some form of regulatory data retention requirement and eDiscovery responsibilities. With this in mind, it's apparent that a comprehensive archiving capability needs to be incorporated into every company's Salesforce platform.
Comprehensive data archiving for Salesforce is essential for the following reasons:
The data retention or archiving regulatory requirement does not just target unstructured data (like email), but all data that fits the industry’s compliance criteria. Because of this, CRM system data, like that found in Salesforce must be captured and managed for long periods.
Salesforce does have a narrow, built-in archiving capability; however, it only addresses activities, tasks, and events older than a year. It does not address the huge amount of other data objects held in the organization's Salesforce account. Additionally, the limited archiving capability in Salesforce does count against your company's storage allocation.
On the other hand, several proprietary cloud archiving vendors offer the ability to archive a minimal subset of Salesforce data – only email and Chatter, not the actual CRM data held within the Salesforce platform. This absence of complete data archiving puts many companies at regulatory and legal risk.
The Archive360 Salesforce Archiving solution is a comprehensive Azure Cloud-based information management and archiving solution designed specifically for the Salesforce platform. With it, companies can rest assured their organization can meet all regulatory data retention regulatory requirements, including but not limited to SEC Rule 17, FINRA, MiFID II, FDA 21, CFTC, IIROC, FERC, FAR 4.7.
As was previously mentioned, the Salesforce application includes many data objects. Depending on the regulated industry, many or all these data objects must be captured, protected, archived, and made easily searchable and accessible. Because Salesforce does not have comprehensive data archiving, Archive360 for Salesforce is the perfect complement to the Salesforce platform.
The Time Machine function of the Archive360 archive for Salesforce enables users to view records as they were on a specific date. For example, a customer record can be reviewed as it was on Jan 27, 2015, July 8, 2016, and today representing how the record was changed/updated at each point in time. Over that time, contact names and titles, potential deal size, or sales notes can be reviewed. Studying past (immutable) customer records can be especially helpful when conducting sales or customer reviews.
More importantly, when regulatory compliance questions or eDiscovery processes are called into question, showing how records changed over time and who the author of the changes was can be very helpful.
Benefits of Salesforce archiving include:
Archive360 is the world's leader in intelligent information archiving and management. The Archive2Azure solution is a complete cloud-based information management and archiving solution for both structured and unstructured data, which is installed in your company's own Azure Cloud tenancy for increased security and functionality, ongoing customization, and complete control. Unlike SaaS archiving products where you are forced into a one-size-fits-all application and security configuration, the Archive2Azure PaaS solution is architected so that you store your company's data in your own Azure tenancy with complete control over the security, including the ability to encrypt data on-premises before movement to your Azure tenancy – while keeping your encryption keys locally.
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Bill is the Vice President of Global Compliance for Archive360. Bill brings more than 29 years of experience with multinational corporations and technology start-ups, including 19-plus years in the archiving, information governance, and eDiscovery markets. Bill is a frequent speaker at legal and information governance industry events and has authored numerous eBooks, articles and blogs.