Data Archiving – Definition

Data archiving is the process of retaining data for long-term storage. The data might not be in use; however, it can be brought into use and can be stored for future purposes. An archive is a collection of historical records that are kept for long-term retention and used for future reference. Typically, archives contain data that is not actively used. 

Backup Definition:

A backup is a copy of data that can be used to restore the original in the event that your data is lost or damaged. 

If a company experiences data loss due to hardware failure, human error, or natural disaster, a backup can quickly restore that data. 

Data Purging – Definition

Data purging is a term that is commonly used to describe methods that permanently erase and remove data from a storage space. 

There are many different strategies and techniques for data purging, which is often contrasted with data deletion. Deletion is often seen as a temporary preference, whereas purging removes the data permanently and opens up memory or storage space for other uses

Why is Data Archiving Important?

• Archiving frees up resources
• Archiving is more economical
• Meeting legal and compliance requirements
• Archive storage also reduces the volume of data that must be backed up
• Improving user experience by displaying only relevant data

Data Archiving Strategy

• Inventorying and determining which data must be archived
• Based on compliance regulations, assign a retention schedule for each category
• Choosing a data archive product
• Proactive protection of the data archive’s integrity
• Develop an all-inclusive archive policy

Question to be asked while designing archiving policy

• What is the frequency of the data archiving and it’ effect on business operations?
• Is there any necessity for the archive data to be used for reference or reporting etc.?
• What are the implications of regulatory and compliance on the data archiving business requirements?
• Is the location of your archive in the cloud or on-site?
• What format is your data in?

Soft vs Hard Deletion

Soft Delete

• Records are flagged as deleted and visible through the Recycle Bin.
• When data is soft deleted, it still affects database performance because it’s still living in the org, and deleted records have to be excluded from any queries.
• The data stays in the Recycle Bin for 15 days or until the Recycle Bin grows to a specific size.
• The data is then physically deleted from the database once time or size limits are reached or when the  Recycle Bin is emptied using the UI, the API, or Apex.

• Bulk API supports a hard delete (physical delete) option, which allows records to bypass the Recycle Bin and immediately become available for deletion.
• Using Bulk API’s hard delete function is recommended for deleting large data volumes to free up space sooner and keep extraneous material from affecting performance.
• Note that the hard delete option is disabled by default and must be enabled by an administrator.

Field Values – Archiving Policy (1)