Salesforce Data Management Best Practices: Clean, Secure, and Scalable

Managing data in Salesforce is crucial for any business. Clean, secure, and scalable data helps you make better decisions, improve customer relationships, and grow your business. In this article, we’ll explore some best practices to keep your Salesforce data in top shape.

1. Keep Your Data Clean

Clean data is accurate, up-to-date, and free from duplicates. Here’s how to achieve it:

Regular Data Audits: Periodically check your data for errors, missing information, or outdated records. For example, ensure email addresses and phone numbers are correct.
Remove Duplicates: Use Salesforce’s built-in Duplicate Management tools to find and merge duplicate records. This prevents confusion and ensures you’re working with a single source of truth.
Standardise Data Entry: Create clear guidelines for how data should be entered. For instance, decide whether to use “UK” or “United Kingdom” for country fields and stick to it.
Use Validation Rules: Set up validation rules to ensure data is entered correctly. For example, you can block users from saving a record without a valid email format.

2. Keep Your Data Secure

Data security is essential to protect sensitive information and comply with regulations like GDPR. Follow these tips:

Control Access: Use Profiles and Permission Sets to control who can view, edit, or delete data. For example, only sales managers should have access to sensitive sales forecasts.
Enable Two-Factor Authentication (2FA): Add an extra layer of security by requiring users to verify their identity with a code sent to their phone.
Monitor User Activity: Use Salesforce’s Login History and Event Monitoring to track who is accessing your data and what changes they’re making.

3. Make Your Data Scalable

As your business grows, so will your data. Here’s how to ensure your Salesforce system can handle it:

Use Custom Objects Wisely: Create custom objects to store unique data, but avoid overloading your system with unnecessary fields or objects.
Archive Old Data: Move outdated or unused records to an archive system to keep your Salesforce instance running smoothly.
Optimise Reports and Dashboards: Use filters and summaries in reports to reduce the load on your system. Avoid creating overly complex reports that slow down performance.
Leverage Data Storage Tools: Use tools like Salesforce Data Loader or External Objects to manage large datasets without overwhelming your Salesforce storage limits.

4. Train Your Team

Even the best tools won’t help if your team doesn’t know how to use them. Invest in training to ensure everyone understands how to manage data effectively.

Create Information Leaflets: Develop simple, easy-to-read leaflets for stakeholders that explain key data management practices. For example, include tips on entering data correctly, avoiding duplicates, and reporting issues. Distribute these leaflets digitally or in print for quick reference.
Host Training Sessions: Combine your leaflets with hands-on training sessions to reinforce key concepts and answer questions.
Create a Data Policy: Develop a clear policy outlining how data should be handled, and share it with your team.
Appoint a Data Steward: Assign someone to oversee data quality and security. This person can monitor data health and address issues as they arise. This role can be filled by a Salesforce Admin, especially if your organisation has fewer than 20 users.

5. Regularly Review and Improve

Data management isn’t a one-time task. Regularly review your processes and look for ways to improve.

Monitor Data Quality: Use Salesforce’s Data Quality Dashboard to track metrics like duplicate rates and record completeness.
Stay Updated: Keep an eye on new Salesforce features and updates that can help you manage data more effectively.
Seek Feedback: Ask your team for input on what’s working and what could be improved.

Conclusion

Clean, secure, and scalable data is the backbone of a successful Salesforce system. By following these best practices, you can ensure your data is accurate, protected, and ready to support your business as it grows. Remember, good data management is an ongoing process, so keep refining your approach to stay ahead.

If you’re looking for expert help to implement these best practices, consider reaching out to IntegraLogic. I specialise in Salesforce data management and can provide the support you need at a fraction of the cost of hiring a full-time employee. Whether it’s cleaning up your data, securing sensitive information, or scaling your system for growth, I’m here to help. Contact me today to get started!