Key Takeaways:
The risk of archiving poor-quality data in Salesforce includes compounded storage costs, degraded system performance, inefficient data retrieval, and potentially non-compliance with regulatory requirements.
The benefits of archiving clean, high-quality data in Salesforce include reduced or controlled data storage costs, meeting regulatory compliance requirements, restoring system performance, and better data analysis in the future.
Reducing storage costs, improving system performance, and maintaining compliance is easier with CleanData. Clean Data’s AI-powered solution is your partner in making Salesforce data archiving a smart, clean, streamlined process.
Introduction
Salesforce is the cornerstone of many organizations for managing customer interactions, sales pipelines, and business processes. Managing and storing large amounts of data becomes increasingly challenging as the data generated in Salesforce grows exponentially. Over time, the accumulated data can slow system performance, increase storage costs, and lead to inefficiencies in data retrieval.
A common solution to this problem is data archiving, and many organizations implement archiving to mitigate these issues. However, archiving is only effective if the data is of high quality. Without good data quality, you risk transferring problems from your live system into your archives.
In this article, we will explore the risks of archiving poor-quality data in Salesforce, the benefits of archiving clean data, and how Activeprime CleanData should be a cornerstone of any data archiving strategy.
Why Data Quality is Critical for Effective Data Archiving
Regardless of whether organizations require data archiving, managing data quality in Salesforce is crucial to meeting compliance requirements, controlling data storage costs, maintaining data integrity, and maintaining system performance.
Data Storage Costs
Salesforce offers limited data storage, depending on the edition licensed and additional storage comes with significant costs. Poor-quality data, particularly duplicate records and irrelevant data generate uncontrolled data storage in Salesforce. Archiving data is often a method organizations use to manage these costs by moving data out of the live system. However, if duplicate records and junk data are not resolved in Salesforce, archiving does not contribute towards reducing or controlling data storage, thus not reducing or controlling storage costs.
Organizations must clean the data first to avoid ending up paying for storing bad data twice - once in Salesforce and once in the archive. By archiving only high-quality data, organizations can maximize their storage's value and avoid paying for unnecessary capacity.
Compliance and Regulatory Requirements
In many industries, organizations must adhere to strict data compliance regulations. Healthcare, financial services, insurance, legal, and others, are governed by compliance frameworks like HIPAA, GDPR, and FINRA, which dictate how long data must be retained and how it should be stored.
Archiving poor-quality data, such as duplicate records or incomplete information, can lead to non-compliance and severe penalties. Ensuring that archived data is accurate and complete not only keeps your organization compliant but also simplifies the audit process.
Data Integrity and Retrieval
The integrity of your data is crucial for accurate reporting, compliance audits, and future analysis. ARchiving poor-quality data compromises data integrity, leading to inaccurate insights when the data is referenced in the future. This can have downstream consequences on business decisions and compliance reporting.
In addition, archiving poor-quality data can lead to poor efficiency when the data is retrieved in the future. Employees may spend extra time and effort to validate the accuracy of the archived data, sorting through duplicate records hoping to find the correct one.
Moreover, retrieving poor-quality data from archives can be time-consuming. Employees may have to sift through duplicate records, wasting valuable time trying to verify which information is correct. Clean, high-quality archives, on the other hand, make retrieval quick and reliable, ensuring that the data is trustworthy and accurate.
Restore System Performance
Large columns of data contributed by duplicate records can slow down Salesforce’s performance. Reports, dashboards, and search functionalities may take longer to load, impacting the user experience. By identifying and resolving duplicate and junk data, organizations can restore or maintain system performance in Salesforce.
How ActivePrime CleanData Ensures Clean, High-Quality Archives
Archiving clean data starts with maintaining good data quality in Salesforce. ActivePrime Clean Data offers a powerful, always-on AI-driven solution to identify, resolve, and prevent duplicate records and other data issues before they reach the archives.
CleanData uses advanced AI algorithms to automatically identify and resolve duplicate records in Salesforce. The Data Steward can manually review and approve recommendations, or the process can be fully automated to save time and effort.
In addition to resolving duplicate records, CleanData AI also detects other data issues including junk data, incorrect data, damaged data, missing data, misplaced data, and formatting inconsistencies. CleanData can also automatically resolve these data, keeping your Salesforce data optimized and ready for archiving.
Conclusion: Why Archiving Clean Data is Essential
Archiving data is a critical strategy for managing storage costs, ensuring compliance, and maintaining Salesforce performance. However, without first ensuring data quality, organizations risk archiving duplicate, inaccurate, or incomplete data, leading to higher storage costs, poor system performance, and potential non-compliance.
By utilizing ActivePrime CleanData, organizations can resolve data quality issues before archiving, ensuring that only clean, high-quality data is stored. This not only helps reduce storage costs, meet regulatory compliance, and improve performance but also guarantees that future data retrieval and analysis are accurate and efficient.
Take control of the Salesforce data archiving with activePrime CleanData to ensure that the archived data is as valuable as the live Salesforce data.
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