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

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"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 motto of another great nonprofit when it comes to this matter: Be prepared! In this webinar, we will 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.

Questions asked and addresses during the webinar:
Q: Clarification on if fields are stored by Salesforce.
Q: You said we can look up the status of a server running our Salesforce instance...How do we know which is our server?
Q: Do you have a back up favorite?
Q: Which of the 3rd party options are straight-up, full backup systems, not replication to another database?
Q: What is Amazon S3 storage?

This webinar is a part of The Experts Talk, a free 26-week webinar series covering features of Salesforce CRM, an integration partner of Click & Pledge.

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

  1. 1. 501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofitsFive Words You Never Want to Hear “You didn’t have a back-up?!” August 22, 2011 Charlie Havens, Presenter Building powerful Salesforce solutions for Chicago’s nonprofits. www.501c3technologists.com
  2. 2. 501c3 Technologists 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. www.501c3technologists.com
  3. 3. 501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Be Prepared!• "Didnt you tell us that Salesforce was a safe harbor for my data?" "Werent 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. www.501c3technologists.com
  4. 4. 501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Pop Quiz!• Five poll questions.• As the poll questions appear select your answer and hit the submit button. www.501c3technologists.com
  5. 5. 501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofitsWhy backup Salesforce, aren’t they takingcare of that for me? www.501c3technologists.com
  6. 6. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  7. 7. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  8. 8. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  9. 9. 501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits The Facts• 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. www.501c3technologists.com
  10. 10. 501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofitsWith all that redundancy and backup, I canretrieve whatever has been lost.Right?PERHAPS! www.501c3technologists.com
  11. 11. 501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Possible…but CostlyData restoration = a minimum of$10,000 paid upfront, and aminimum wait of 15 business days(3 weeks).P.S. restore data files do not include metadata, formulas, fields, or roll up summary field data. www.501c3technologists.com
  12. 12. 501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofitsHah! 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 www.501c3technologists.com
  13. 13. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits Mass Delete Records lets you mass delete multiple records within the following objects: • Accounts • Cases • Lead • Solutions • Activities • Products • Contacts www.501c3technologists.com
  14. 14. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits • 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. www.501c3technologists.com
  15. 15. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  16. 16. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  17. 17. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits • 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. www.501c3technologists.com
  18. 18. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  19. 19. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  20. 20. 501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Deleted Custom Objects• 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. www.501c3technologists.com
  21. 21. 501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits The Bottom LineData can be deleted by users…evenpermanently deleted…even wronglypermanently deleted. To restore ityou will want to have copies of yourdata. www.501c3technologists.com
  22. 22. 501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits 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. www.501c3technologists.com
  23. 23. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  24. 24. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  25. 25. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  26. 26. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  27. 27. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  28. 28. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  29. 29. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  30. 30. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  31. 31. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits What good is backup, if you can’t restore? • 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. www.501c3technologists.com
  32. 32. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  33. 33. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  34. 34. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  35. 35. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  36. 36. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  37. 37. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  38. 38. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com
  39. 39. 501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits In Conclusion…• Schedule Salesforce to do weekly exports.• Find some additional method of backup, export, archive, and use it. www.501c3technologists.com
  40. 40. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits Thank You! Charlie Havens www.501c3Technologists.com Cell: 773-848-0154 Email: Charlie@501c3t.com Wooded Isle Inc. 1507 E 53rd St., #135 Chicago, IL 60615 www.501c3technologists.com
  41. 41. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits Your Responses? Charlie Havens www.501c3Technologists.com Cell: 773-848-0154 Email: Charlie@501c3t.com Wooded Isle Inc. 1507 E 53rd St., #135 Chicago, IL 60615 www.501c3technologists.com
  42. 42. 501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicago’s nonprofits www.501c3technologists.com

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