Checklist: Time-Saving Tactics to Eliminate Salesforce Data Loss
TRADITIONALLY, BUSINESS CONTINUITY PLANNING FOCUSED ON MITIGATING THE RISKS OF LARGE-SCALE, HIGH-COST DISASTER EVENTS. WITH THE RISE OF SAAS APPLICATIONS LIKE SALESFORCE, THE ELIMINATION OF INFRASTRUCTURE ELEMENTS CHANGED THE NATURE OF DISASTERS IT PROS ARE LIKELY TO DEAL WITH. DELETION IS THE LEADING CAUSE OF SAAS DATA LOSS, WHETHER ACCIDENTAL (20%), EXTERNAL AND MALICIOUS (19%) OR INTERNAL AND MALICIOUS (6%).
Salesforce follows the Shared Responsibility Model, acting as the “processor” of the data, with the customer acting as the “controller.” This means Salesforce is responsible for application availability. As the processor, they are also responsible for adding, deleting or modifying data upon request. Any request, even those accidental or malicious, if authenticated by valid credentials, will be honored as legitimate. Accidental, malicious or fraudulent deletions, in all cases, are the responsibility of the customer/controller. While Salesforce's Master Services Agreement makes a rather obscure obligation to “use commercially reasonable efforts to make the online Purchased Services available 24 hours a day, 7 days a week,” a third-party backup solution will help you overcome the limitations of their platform with regards to data recovery and continuity.
HERE ARE FIVE TIME-SAVING TACTICS TO CONSIDER FOR SALESFORCE BACKUP AND RECOVERY TO ENSURE YOUR ORGANIZATION DOES NOT SUFFER IN THE EVENT OF HUMAN ERROR, ILLEGITIMATE DELETIONS, PROGRAMMATIC ERRORS, HACKERS, MALWARE OR RANSOMWARE.
1. DEPLOY A BACKUP SOLUTION PURPOSE-BUILT FOR SALESFORCE
Salesforce's Shared Responsibility Model guarantees uptime for their service(s), not yours. In fact, the Salesforce Data Recovery Service, an expensive and inefficient native data recovery tool, was temporarily discontinued in July 2020. Salesforce launched Backup and Restore (earlier Data Recovery Service) in September 2021. That being said, Salesforce encourages its customers to explore the Salesforce AppExchange, if they are looking for a backup solution that provides more capabilities than the Weekly Data Export and Data Recovery Service. A dedicated backup solution ensures you will have availability of application data that is damaged or deleted by your users and prevents a mistake from derailing your organization.
2. ENSURE DATA IS ACCURATELY, SECURELY AND FULLY BACKED UP
Backup is the foundation of every data protection service and ensures data is available for rapid restoration. Salesforce is highly customizable to the unique needs of each organization. While flexibility is ideal, it also begets complexity. Your solution should support the highly customizable nature of Salesforce by backing up standard and custom objects, metadata, parent-child relationships, attachments and other customizations while providing clear visibility into the status, details and errors of each backup.
3. LEVERAGE POINT-IN-TIME RESTORES FOR FAST, ACCURATE RECOVERIES
The ability to quickly find and restore lost data is the most critical capability of a SaaS data protection solution. Your solution should cover for a variety of data disaster scenarios by enabling rapid restoration of both standard and custom records, fields, objects and metadata (dashboards, flows, layouts, pages, workflows, etc.) into the original production org, a different production org or a staging sandbox.
4. USE AN INDEPENDENTLY CERTIFIED SOLUTION FOR INDUSTRY-LEADING SECURITY TECHNOLOGIES AND PRACTICES
Compliance has long been a pre-requisite for regulated industries like healthcare and finance. Today, organizations in non-regulated industries too must comply with evolving standards such as the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA) and more. Maintaining the security and integrity of your data is a must. Look for a solution that meets the standards of SOC 2 Type II, US-EU and US-Swiss Privacy Shields, supports GDPR processes (i.e., Article 17, Right to Erasure), offers regional deployment options and provides robust security technologies, such as 256-bit AES encryption, intrusion detection, and immutable audit and activity logs.
5. INTEGRATE CONTROLS INTO EXISTING IT PROCESSES
The ability to customize workflows and settings provides an intuitive, familiar experience for administrators to improve usability, decreasing time to restore and increasing user satisfaction. Your solution should offer customization as to who can restore what types of data, support configurable notifications and reporting, and offer multiple export use cases (i.e., point-in-time exports of objects, metadata, attachments for archiving or retention), enabling you to align the solution to your organization’s needs.
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