Exceeding Salesforce’s allocated data limits means either paying for additional storage or struggling with system inefficiencies due to an overloaded database. For organizations striving to optimize costs while maintaining system performance, this presents a major hurdle.
The Growing Challenge of Salesforce Storage Costs
Salesforce offers a limited amount of data storage per organization. For many companies, this allotment is quickly exceeded as customer interactions, sales records, and historical data accumulate over time. Once this threshold is reached, businesses are left with two primary options: pay for additional storage or remove older data from their system.
Why Is Salesforce Storage So Expensive?
Unlike traditional cloud storage, Salesforce charges significantly higher fees for additional storage space. As of recent pricing models, standard storage is limited, and once exceeded, businesses must purchase extra capacity – often at a premium rate. More critically, once an organization upgrades its storage, it typically cannot downgrade later. This means that even if a company finds a solution to optimize storage six months down the line, a monthly increase remains locked in for the duration of the contract.
For organizations handling large datasets, such as those in financial services, healthcare, or retail, these costs can escalate quickly. Some companies have attempted workarounds by standing up new orgs or even downgrading instances, but this is not an easy process.
Additionally, Salesforce storage costs encompass more than just primary database storage; they also include file storage, attachment storage, and archived data. Without an efficient archival strategy, businesses may be paying for space occupied by outdated or infrequently accessed records.
Performance Issues Caused by Salesforce Data Overload
Beyond costs, an overloaded Salesforce instance can negatively impact performance. Slow query responses, sluggish system operations, and difficulties in reporting are all common symptoms of excessive data within Salesforce. This can frustrate users, disrupt workflows, and reduce overall efficiency.
So how can businesses reduce Salesforce storage costs while ensuring they still have access to historical records? CS:Archive provides the answer.
What is CS:Archive? A Smarter Approach to Salesforce Data Archiving
CS:Archive is an advanced Salesforce data archival solution by CapStorm that allows businesses to remove Salesforce data from the platform while still maintaining full access to archived records. Unlike simple data deletion, CS:Archive ensures that organizations retain full control over their data, whether they need it for compliance, reporting, or historical reference.
4 Key Benefits of CS:Archive:
- Significant Cost Avoidance – By moving data off-platform, businesses can avoid paying high fees for additional Salesforce storage.
- Improved System Performance – Removing outdated records reduces database strain, leading to faster searches and better efficiency.
- Compliance with Retention Policies – Many industries require businesses to store historical data for compliance purposes. CS:Archive ensures that archived records remain accessible while keeping the main Salesforce instance uncluttered.
- Seamless Data Retrieval – Archived records are still accessible through external systems, ensuring that employees can retrieve necessary information when needed.
CS:Archive allows users to access archived information as if it were still in Salesforce, ensuring a seamless experience.
How Salesforce Data Archiving Works For You
CS:Archive is designed with precision and efficiency in mind. It offers several advanced features to ensure that businesses can manage their archived data effectively without losing critical information.
Smart Archiving and Targeted Deletion
Rather than removing entire datasets, CS:Archive selectively archives specific records based on defined parameters. This means businesses can decide what data to move off-platform while ensuring that active and relevant records remain within Salesforce.
For example, a sales team may choose to archive closed opportunities older than five years while keeping recent transactions in Salesforce for easy reference. This approach ensures that Salesforce remains clean and efficient without losing valuable historical data.
Filtered and Audited Deletion
CS:Archive offers granular control over deletions, allowing organizations to define precise deletion rules. These features help prevent accidental data loss by ensuring that only intended records are removed. Additionally, all deletions are fully audited, providing a detailed report of what records were archived and deleted.
Hierarchical Archiving of Related Data
One major challenge with Salesforce data archiving is managing relationships between records. CS:Archive automatically handles child and related records, ensuring that dependent data is archived together. This eliminates orphaned records and maintains data integrity across objects.
For instance, if a company archives a past customer’s account, related records such as support tickets, purchase history, and interactions can also be moved, keeping the archive structured and searchable. Similarly, a financial institution archiving closed loan accounts can ensure associated documents, payment history, and compliance records remain intact. For organizations in the healthcare sector, patient records can be archived alongside related visit history and billing details, maintaining accessibility for audits and compliance.
External Data Viewer for Seamless Access
Once data is archived, how can businesses retrieve it? CS:Archive provides an External Data Viewer, allowing authorized users to search and access archived data as if it were still in Salesforce. This eliminates the frustration of working with inaccessible off-platform archives and ensures that businesses never lose access to critical historical data.
A Smarter Way to Manage Salesforce Data
As Salesforce storage costs continue to rise, businesses must adopt efficient and strategic solutions to manage data growth. CS:Archive provides a cost-effective way to optimize Salesforce storage, improve system performance, and maintain compliance – all while ensuring full access to archived records.
By implementing an intelligent data archiving strategy with CS:Archive, businesses can protect and secure their Salesforce environment, reduce costs, and continue leveraging their data for operational success. Whether your goal is to streamline performance, cut unnecessary storage expenses, or enhance compliance, CS:Archive is the solution to keeping your Salesforce data both accessible and affordable.
To learn more, reach out to the CapStorm team today!
