Salesforce data retention & masking in 5 steps

Salesforce, Salesforce Data, salesforce security, Salesforce Data benefits, Salesforce Data Management, Salesforce data retention

Reducing Salesforce data footprint directly reduces the cost and risks of potential data leaks and embarrassment, as well as benefits your organization.


Here are 5 easy steps to automate data retention & masking for your Salesforce Org.

"Organizations that fully realize the value of reducing
obsolete data, still struggle with how to do it." 

In this article, we will discuss the 5 steps to reducing obsolete data.

Step 1 : Mask data in the sandbox
Protect your organization from exposing sensitive information in sandboxes to ensure security, compliance and trust


Sample Masking Policy:

Ensure that customer data is not accessible in the sandbox. Remove unnecessary business sensitive data from sandboxes and delete/update any other data.

Data Masker – AppExchange | Free | 5 Star rated!


Step 2: Build Consensus

Collaborate with internal stakeholders whose input produces a solid data reduction strategy

  • Run Salesforce data coverage tools like Cloud Compliance’s Personal Data Discovery or FieldTrip to get a snapshot of the ‘state of data’ in your Salesforce Org.
  • Share your findings and highlight the benefit of data reduction to your stakeholders

Step 3: Define Policy

Determine a retention policy based on a classification of your data

Step 4:

Retain in production
Enforce and automate data retention policy to ensure security, compliance and trust


Typical Retention Policy:


Identify leads with no movement for 9 months. Remove (mask) their personal data after a year and delete the masked leads after another 6 months

Data Masker – AppExchange | Free Trial | 5 Star rated!


Step 5: Monitor and Minimize

Ensure coverage for changing data model and adopt a minimalistic data collection practice

  • Monitor policy enforcement and execution
  • Ensure coverage for changing data model
Saurabh Gupta

Saurabh Gupta

CEO/Co-Founder of Cloud Compliance and GPTfy

Talks about Salesforce Data Security, Privacy, AI, GDPR, CCPA, Data Management, Data Protection, and Enterprise Architecture

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