"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.

1. 501c3 Technologists
Building Powerful Salesforce Solutions for Chicago’s nonprofits
Five 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. 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. 501c3 Technologists
Building Powerful Salesforce Solutions for Chicago’s nonprofits
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.
www.501c3technologists.com

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. 501c3 Technologists
Building Powerful Salesforce Solutions for Chicago’s nonprofits
Why backup Salesforce, aren’t they taking
care of that for me?
www.501c3technologists.com

6. 501c3 Technologists
Building Powerful Salesforce Solutions for Chicago’s nonprofits
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Building Powerful Salesforce Solutions for Chicago’s nonprofits
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Building Powerful Salesforce Solutions for Chicago’s nonprofits
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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. 501c3 Technologists
Building Powerful Salesforce Solutions for Chicago’s nonprofits
With all that redundancy and backup, I can
retrieve whatever has been lost.
Right?
PERHAPS!
www.501c3technologists.com

11. 501c3 Technologists
Building Powerful Salesforce Solutions for Chicago’s nonprofits
Possible…but Costly
Data restoration = a minimum of
$10,000 paid upfront, and a
minimum wait of 15 business days
(3 weeks).
P.S. restore data files do not include meta data, formulas, fields,
or roll up summary field data.
www.501c3technologists.com

12. 501c3 Technologists
Building Powerful Salesforce Solutions for Chicago’s nonprofits
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
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13. 501c3 Technologists
Building Powerful Salesforce Solutions for Chicago’s nonprofits
Mass Delete Records lets you
mass delete multiple records
within the following objects:
•
•
•
•
Accounts
Lead
Activities
Contacts
www.501c3technologists.com
• Cases
• Solutions
• Products

14. 501c3 Technologists
Building 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. 501c3 Technologists
Building Powerful Salesforce Solutions for Chicago’s nonprofits
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16. 501c3 Technologists
Building Powerful Salesforce Solutions for Chicago’s nonprofits
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17. 501c3 Technologists
Building 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. 501c3 Technologists
Building Powerful Salesforce Solutions for Chicago’s nonprofits
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19. 501c3 Technologists
Building Powerful Salesforce Solutions for Chicago’s nonprofits
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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. 501c3 Technologists
Building Powerful Salesforce Solutions for Chicago’s nonprofits
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.
www.501c3technologists.com

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. 501c3 Technologists
Building Powerful Salesforce Solutions for Chicago’s nonprofits
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24. 501c3 Technologists
Building Powerful Salesforce Solutions for Chicago’s nonprofits
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Building Powerful Salesforce Solutions for Chicago’s nonprofits
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Building Powerful Salesforce Solutions for Chicago’s nonprofits
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Building Powerful Salesforce Solutions for Chicago’s nonprofits
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Building Powerful Salesforce Solutions for Chicago’s nonprofits
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Building Powerful Salesforce Solutions for Chicago’s nonprofits
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30. 501c3 Technologists
Building Powerful Salesforce Solutions for Chicago’s nonprofits
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31. 501c3 Technologists
Building 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. 501c3 Technologists
Building Powerful Salesforce Solutions for Chicago’s nonprofits
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33. 501c3 Technologists
Building Powerful Salesforce Solutions for Chicago’s nonprofits
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Building Powerful Salesforce Solutions for Chicago’s nonprofits
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Building Powerful Salesforce Solutions for Chicago’s nonprofits
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Building Powerful Salesforce Solutions for Chicago’s nonprofits
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Building Powerful Salesforce Solutions for Chicago’s nonprofits
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Building Powerful Salesforce Solutions for Chicago’s nonprofits
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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. 501c3 Technologists
Building 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. 501c3 Technologists
Building 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. 501c3 Technologists
Building Powerful Salesforce Solutions for Chicago’s nonprofits
www.501c3technologists.com