5 Words You Never Want to Hear "You didn't have a back-up?!"

501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits

www.501c3technologists.com

Five Words You Never Want to Hear“You didn’t have a back-up?!”

August 22, 2011Charlie Havens, Presenter

Building powerful Salesforce solutions for Chicago’s nonprofits.


About 501c3 Technologists• IT support to small nonprofits in the Chicago

area region since 1999.• Our clients’ staffs tend to be small, but their

data needs are critical. • Our focus is Salesforce solutions.




Be Prepared! • "Didn't you tell us that Salesforce was a safe harbor for my data?"

"Weren't we told that the Cloud is reliable?“ (Yes, and yes!)

• Still, nonprofits need to adhere to the Boy Scout’s motto when it comes to this matter: Be prepared!

• Today we discuss the “why” and “how” of backing up Salesforce, explore various back-up options, and review Salesforce’ practice regarding your access to recovering deleted records.



Pop Quiz!• Five poll questions.

• As the poll questions appear select your answer and hit the submit button.



Why backup Salesforce, aren’t they taking care of that for me?



• Network components are configured for redundancy.

• Data written to multiple disks each each time a record is saved.

• Data is backed up nightly to a separate backup server and high speed automatic tape library. AND…the backup tapes are cloned!

• Cloned tapes are transported to an off-site fire-proof vault.

• Copy of the nightly backup is transmitted to a separate facility on a different coast from the originating server.

• Back-up storage facility designed to withstand catastrophic events.

• Disaster recovery plans are in place.

The Facts



With all that redundancy and backup, I can retrieve whatever has been lost.

Right?

PERHAPS!



Data restoration = a minimum of $10,000 paid upfront, and a minimum wait of 15 business days (3 weeks).

Possible…but Costly

P.S. restore data files do not include meta data, formulas, fields, or roll up summary field data.



Hah! No earthquakes near here!Most Salesforce data losses occur because of user actions.

How could user error cause data loss?• Mass Delete Records• Delete Objects• Delete Fields• Import malformed data



Mass Delete Records lets you mass delete multiple records within the following objects:

• Accounts• Lead• Activities• Contacts

• Cases• Solutions• Products



• Deleted custom fields stored for 15 days, or until you permanently delete them, whichever occurs first.

• You can permanently delete records; restoring deleted records requires data exports.



• Choosing to Undelete a Field will not restore meta data, layout settings, etc.

• Deleting and restoring records is a

simpler process if the 15 days has not passed.



• Deleted Custom Objects available for 15 days within the Deleted Custom Objects List found at:

j

User Menu (Your Name) > Setup > Create > Objects

• Once located, they can be Erased or Undeleted.

• Undeleting Custom Objects does not restore work flow rules and other customizations.

• Customizations need to be manually reset.

Deleted Custom Objects



The Bottom Line

Data can be deleted by users…even

permanently deleted…even wrongly

permanently deleted. To restore it you

will want to have copies of your data.



Options for Exporting, Backing up, Archiving • Export data manually or on a weekly or

monthly schedule.

• With an Oracle license, database hardware, application server hardware, application server license, and access to an Oracle DataBase Administrator, replicate your data entirely on your on-site server… NOT VERY LIKELY.

• Third party products let you copy your data to somewhere else.



• Investigate and evaluate what Apps restore and what they do not restore.

• In evaluating third party options, ask what additional functionality can be gained through their products, over the built in tools.

What good is backup, if you can’t restore?



In Conclusion…• Schedule Salesforce to do weekly exports.• Find some additional method of backup,

export, archive, and use it.



Thank You!Charlie Havenswww.501c3Technologists.comCell: 773-848-0154Email: [email protected] Isle Inc.1507 E 53rd St., #135Chicago, IL 60615



Your Responses?

Charlie Havenswww.501c3Technologists.comCell: 773-848-0154Email: [email protected] Isle Inc.1507 E 53rd St., #135Chicago, IL 60615

5 Words You Never Want to Hear "You didn't have a back-up?!"

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Transcript of 5 Words You Never Want to Hear "You didn't have a back-up?!"