Myths and Truths About Protecting Your Salesforce Data – Part 1

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Anyone reading this blog knows that Salesforce has grown far beyond its roots as a CRM. But while the platform has changed immensely, many of the assumptions technical and business leaders have about the data flowing through their Salesforce orgs have stayed the same.

It’s time for an update to how we think about Salesforce data—and not just because Salesforce has discontinued its data recovery service. As the platform expands to cover more and more business processes, Salesforce data has become indispensable.

As the rush to digitally transform picks up more speed, 2021 is looking like a great time to update your Salesforce data management skills.

So we’ve assembled a list of the top misconceptions and the truths that anyone who values Salesforce data should know. This post will cover the first three. Part two, by my colleague Susannah St. Germain will cover the remaining four.

1. Salesforce data is in the cloud – is it always protected?

Myth: “My Salesforce data is in the cloud, so it’s always protected.”

Truth: If you haven’t taken deliberate action to back up your Salesforce data, then it’s not protected.

Salesforce, like many other SaaS and cloud platforms, embraces a shared responsibility model for data. That means you can count on Salesforce to ensure the security and integrity of the platform, but you are responsible for securing and managing all the data you generate.

For example, if a disk array fails in a backend database, then Salesforce will fix it. But a data loss resulting from a user error, a faulty integration, or a malicious attack on your organization is your problem to solve. This fact became even more important when Salesforce retired its data recovery services in July of 2020. Now, if you haven’t put a backup and recovery solution in place, then you’re at risk of permanently losing your data.

2. Who does Salesforce data matter to?

Myth: “Salesforce data only matters for the sales team, so it’s not that important.”

Truth: Salesforce data is essential to the entire operations of many companies

Gone are the days when Salesforce was just a CRM.

Salesforce is now a leader in countless Forrester Wave reports and Gartner Magic Quadrants from Enterprise Marketing Suites to Multiexperience Development Platforms. Odaseva partners with organizations that rely on Salesforce for mission-critical business functions like always-on call centers, customer communities, and 360° customer management for digital businesses.

And yet, a lot of companies are only now fully embracing the importance of their Salesforce data. The truth is that Salesforce has grown to become a business-critical system of record for complex organizations, with an impact on nearly every business function. Seen from this point of view, Salesforce data becomes much more than the backbone of a SaaS application. It’s the lifeblood of entire organizations.

3. How Salesforce back-ups are easy

Myth: “Fully backing up a Salesforce org is easy to do.”

Truth: Fully backing up Salesforce data requires a careful orchestration of process and technology

As Salesforce implementations have grown more complex and more deeply intertwined with key business functions, the challenge of backing up data has also gotten more complex.

There is no “select all” command in Salesforce. You can’t punch a few keys and back up your data. Extracting data from Salesforce requires the use of an API, every time. And Salesforce APIs have governor limits. For example, you can only make 15,000 bulk API calls per day—and if you use them all, you can’t move data in or out of Salesforce in bulk without waiting 24 hours.

If you have a lot of Salesforce data to back up because your implementation is particularly large and contains multiple orgs, then it can take a very long time to complete a backup. And if the person charged with backing up the data doesn’t have complete field-level security access, then the data won’t be fully backed up. That person can only back up the data she can see.

These are only just a few of the reasons why backing up Salesforce data is more difficult than it might look, especially if you have a large, complex implementation.

Wait, there’s more!

So far, we’ve busted a few data myths about Salesforce data always being protected (because it’s in the cloud), how Salesforce data matters to more people than just the sales team, and finally, how generating a full backup of Salesforce data is not as easy as one may think, but instead requiring a careful orchestration of process and technology.

If you found this post useful, be sure to check back for a second post by my colleague, Susannah St. Germain, offering her take on four more myths and truths that you’ll definitely want to know.

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