The Cost of Failing to Maintain a Proper Salesforce Data Backup and Recovery Strategy


One major aspect of Salesforce data recovery, which many users do not consider seriously, is a proper strategy to be maintained for the same. A lot of them assume that Salesforce will protect your data in case of any corruption or loss. It is not just Salesforce, but any CRM system is only as strong as its incorporated data.

For CRM, data management is the most critical aspect of its implementation. For Salesforce, it is important to have a tailored solution that can map the data flawlessly to enable data for easy accessibility and analytical purposes. Salesforce maintains data copies, but when it comes to any data loss, it may be very time-consuming and costly to rely on the native recovery process of Salesforce.

So, Salesforce advises that users look for other reliable third-party data backup and recovery tools to ensure foolproof data security. With a proper backup, you will be left unarmed if a considerable volume of data disappears or corrupts your system. 

Does Salesforce backup data?

Salesforce is not having any automatic data backup service. It, however, maintains a copy of the data, which can be used for recovery in emergency cases. However, data recovery is only the last resort recommended by Salesforce. This is offered at the cost of $10,000 per request, and even with this, you have to restore the data manually.

The manual intervention may take a lot of time and effort to recover the data fully, but it is not 100% assured that you get it back to the actual previous state. Also, $10,000 may not be an immediate consideration of the SMEs using Salesforce as their CRM. This is the reason why a good third-party backup and recovery tool is recommended while working with Salesforce CRM.

Salesforce also features a tool for weekly data export’, which generates CSV backup files of all your data. However, this may be a maximum of once a week and needs to be downloaded manually every 48 hours of completing the job and stored manually if you want to keep a copy of the same.

Is a data loss possible on Salesforce?

There are so many ways through which huge volumes of data may get corrupted, deleted, or overwritten. In many cases, it may also go unnoticed, and later, by the time you realize it, the data may have been lost forever from even the recycle bin.

Only deleting an account record intentionally or accidentally, Salesforce may also delete its associated opportunities, contacts, contracts, quotes, notes, activities, attachments, and any other custom objects related to it. This means a single mistake may lead to deletion or damage hundreds of related records even without the user being aware of it. It may also cost you a lot in Salesforce data backup and recovery. If you integrate Salesforce with other platforms, these can also have some issues or accidents. You end up updating or removing data that is not supposed to be moved.

When to backup Salesforce data?

There are some major considerations to make when planning the data backup frequency. Any data backup is only as good as the latest you performed it. If there is a data issue, it may not be ideal for you to restore your system to how it was a month back.

1 . Before every new release

It would be best to not make any changes or updates in the system directly onto production. While working on any new functionality or platform change, it should be the first run in the sandbox and then deployed after testing it thoroughly. Before deploying any changes, one should perform a solid data backup too. Any changes you make in the system may update your records, remove or add some fields, or change the data types to make them compatible with the new version. All these may result in data corruption or loss.

2 . Before updating data in bulk

It is possible to do mass data updates on Salesforce using tools like Data Loader. One should always be cautious about doing the same as it can result in disaster if not done well. Simple mistakes in uploading files like errors due to VLOOKUP mismatch may update thousands of wrong records with data mistakes. So, ensure you do backup before every update concerning data.

3 . Do it regularly based on how much you afford to lose.

Above the ad-hock backups you do, one should keep a routine for regular backups. Once in a week is the bottom level standard, and based on your requirement, you can make it twice weekly, once daily, twice or many times daily, etc. To do this well, you may first analyze how much data you can afford to lose.

How to backup data?

There are different approaches to effective data backup on Salesforce. You may explore these and find out the best method for you.

– For the simplest model of data backup, you can use the native backup tool of Salesforce for weekly backups. This is the bare minimum backup strategy you should have as a Salesforce user. Even though it needs manual work in case of restoration, it will act as your last resort of relief in case of a data loss ever.

AppExchange marketplace has different tools for Salesforce backup, which third-party solution providers offer. These are authentic apps endorsed by Salesforce for data and metadata backup. Again, you need to evaluate the backup options, restoration capabilities, and features of various tools to identify which one suits the best to your needs.

– Run a low budget to have a dedicated developer for Salesforce. You may also try for an API connection to the data warehouse or run the Data Loader automatically to export data using the batch script or scheduled task.

Now, you are aware of the criticality of Salesforce data backup and the essential backup strategies you need to have. Audit your Salesforce data backup and recovery strategy now and adopt the most appropriate ways to accomplish it.