Three mini DIY projects for solo Salesforce Admins. Part 2 - Data Backup

Peter Chalmers April 16, 2020

Three mini DIY projects for solo Salesforce Admins with diminishing budgets. Part 2- Data Backup

At the time of writing this post, we are experiencing an unprecedented global situation resulting in uncertain economic times. Many companies have pulled back or paused budgets. 

For many Salesforce Admins this means partner budgets have been reduced or put on hold indefinitely. However, this can also be an opportunity to work on projects you haven’t had the bandwidth for or learn new skills so you can take on more responsibility and be less reliant on partners.

If you’re a Salesforce Admin and wondering where to begin, we recommend these three mini DIY projects as a good place to start. Our first project was related to Permission Sets - you can read the post HERE

Now let’s tackle the second mini DIY project: Data Backup.

Managing storage within limits

We all know that Salesforce storage is expensive. There have been some changes to limits over time but you still need to be vigilant in order to keep your Salesforce org streamlined whilst being cost effective.

So what’s the best way to keep an eye on your storage? Luckily there is a fantastic FREE app available from the Salesforce AppExchange called Storage Helper.

This app is easy to set up and includes dashboards to help you monitor both data and file storage.

Crafting a Data Storage Strategy

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With Storage Helper you can monitor your storage but you still need a data storage strategy that ensures you remain within the limits.

Things to consider are:

  • What data do you need to keep stored within your org?
  • Can you move files to another service such as Dropbox, Amazon S3 or others?
  • Do you have an archive policy in place?
  • Do you have a backup policy in place?
  • How can you restore any data that is archived or deleted?

Regardless of how big your Salesforce Org is or the size of your company/customer, you need to address these questions and come up with suitable answers. Preferably, these should be written up and properly distributed so that everyone required to be in the know is on the same page.

Sophisticated Backup and Recovery Process 

Where to from here? If you need a sophisticated backup and recovery process then you may want to consider applications such as:

OwnBackup

“The OwnBackup platform provides a comprehensive Salesforce backup and recovery solution that minimizes user-inflicted data loss risk and costs, supports regulatory compliance, and builds business resiliency. With OwnBackup data protection, your organis(z)ation can avoid unexpected detours along your digital transformation journey.”

Grax Backup & Restore

“Take control and ownership of your data in 3rd party apps:

  1.  Snapshot everything over time (data, metadata, hierarchies)
  2. Store it in your cloud
  3. Recover any time
  4. Use backup data in reports & dashboards you already use”

Salesforce Shield

Protect your enterprise with point-and-click tools that enhance trust, transparency, compliance, and governance across all of your business-critical apps.

  • Meet compliance policies with Platform Encryption.
  • See performance and usage data with Event Monitoring.
  • Know the state and value of your data using Field Audit Trail.

Accountability within Your Organiz[s]ation 

One last but vital point to consider is who will own this inside your company. Do you have the expertise, such as a dedicated System Administrator, with the capacity and understanding to set up and maintain the chosen app?

This will be truly tested when you have to recover and restore your data.

Not sure which option is the right one for your organis[z]ation? 

Not to worry, we'll unpack each solution in a future post so you know which path to take. In the meantime, if you haven’t visited the AppExchange and installed Storage Helper then please do it now.

You can thank us later.

Peter Chalmers

Peter Chalmers

A four-time Salesforce MVP, Peter is an experienced Senior Manager with a diverse background in Operational Management, Process and Systems Improvement, Staff Development, Mentoring and Managing and Delivering Projects.