how to set data retention in salesforce

Manage Data Retention Policy.

• Click the data extension.
• Click Edit in the Data Retention section.
• To enable the retention settings, click On next to Retention Setting. Continue with step 4, 5, or 6.
• To allow the application to delete a specific data extension for a time period, choose Individual Records in the Delete section. Then, enter the ...
• To allow the application to delete a data extension and all information that data extension contains for a time period, choose All records and data ...
• To allow the application to delete information from a data extension based on a specified time period, choose All Records. Then choose an option in ...

Full Answer

What is data retention in Salesforce?

Data Retention Policies Create data retention policies with the Data Retention feature. Using Heroku for data processing and storage, these policies automate how PII is stored, retained, and anonymized in Salesforce. Required Editions and User Permissions Available in: all editions User Permissions Needed

How do I Change Data Retention settings for existing data extensions?

You can change data retention settings for existing data extensions, even when they contain data. This can for sure be done in Contact Builder: Just click on Edit under Data Retention, and change the setting to On: If Data Retention is already set, using same approach should also allow you to change the settings.

How to change the data retention settings in contact builder?

This can for sure be done in Contact Builder: Just click on Edit under Data Retention, and change the setting to On: If Data Retention is already set, using same approach should also allow you to change the settings.

How do I set up a retention policy?

From the Privacy Center dashboard, under Retention Policies, click View All. Click New, then enter a name for your policy. The name must be alphanumeric with no spaces or special characters. Optionally, add a description for your policy. Click Save & Edit. Under Settings, select a frequency for the policy to run at.

How long is data retained in Salesforce?

A: If a record is updated, it does not change that field's date. So if you add a record, with 180 day retention, it will be removed once that time has elapsed regardless of if it has been updated or not.

How do you create a data retention policy?

5 Key Steps to Developing a Solid Data Retention PolicyBuild Your Data Retention Policy Development Team.Determine All the Regulations That Are Applicable to Your Business.Define the Data to Be Included in Your Data Retention Policy.Compose Your Data Retention Policy.More items...•

What is data retention requirements?

A data retention period is the amount of time that data must be stored according to internal and external requirements. Time periods vary by organization and industry, but generally range from three to ten years. Once its objective has been fulfilled, the data should be archived, anonymized, or destroyed.

What are retention settings?

A retention policy (also called a 'schedule') is a key part of the lifecycle of a record. It describes how long a business needs to keep a piece of information (record), where it's stored and how to dispose of the record when its time.

What is data retention in Salesforce?

To allow the application to delete information from a data extension based on a specified time period, choose All Records. Then choose an option in the Retention Period section. Enter the number of days after which the application deletes the specified information.

Who is responsible for data retention?

For proper creation and implementation of a data retention policy, especially regarding compliance, the IT team should work with the legal team. The legal team will have a better idea of how long data must be retained by law, while IT is responsible for the actual implementation of the policy.

Why data retention is required?

An organization's data retention policy controls how it saves data for compliance or regulatory reasons, as well as how it disposes of data once it is no longer required.

How long should data be retained?

You can keep personal data indefinitely if you are holding it only for: archiving purposes in the public interest; scientific or historical research purposes; or. statistical purposes.

How do I change my retention policy?

In the folder pane, right-click the message or folder for which you want to apply a policy and select Assign policy. Select the archive or retention policy you want to assign to the message or folder.

How do you record retention?

Six Key Steps to Developing a Record Retention PolicySTEP 1: Identify Types of Records & Media. ... STEP 2: Identify Business Needs for Records & Appropriate Retention Periods. ... STEP 3: Addressing Creation, Distribution, Storage & Retrieval of Documents. ... STEP 4: Destruction of Documents. ... STEP 5: Documentation & Implementation.More items...•

How do I set up a retention label?

Applying retention labels in OneDrive and SharePoint > Apply retention label > choose the retention label. You can also apply a retention label to a folder or document set, and you can set a default retention label for a document library.

What is retention policy in Salesforce?

A retention policy that is not implemented or enforced may not mean much. Consider creating a way within Salesforce to indicate when records can be deleted/archived, such as using or adding a simple date formula field, or by looking at the AppExchange for products that can assist.

How long should Salesforce keep contacts?

There may be minimal value to putting a retention policy on Contacts of 2 years, but you want to keep 6 years of Opportunities.

What is retention policy?

A data retention policy is a statement agreed by all the business stakeholders of how long data will be stored by the organization, with some organizations also including details around the if, when, where, and how the data is deleted, anonymized, or otherwise treated.

Do organizations make data policies?

However, organizations and institutions don’t always make data-related policies and procedures priorities. For example, sometimes adding storage to an on-premise system seems inexpensive and easier rather than creating a system and process for deleting it. Alternatively, the organization may give in to the temptation of the ‘one day’ factor, ...

Why is Salesforce data retention policy necessary?

A data retention policy could become necessary to avoid going over your Salesforce storage limits. The common causes of Salesforce data overages include: High-volume customer interactions or transactions. Applications or integrations that generate a lot of data. Large amounts of tasks or email messages.

Why is Salesforce so cluttery?

Common causes of Salesforce clutter include: Bad Data. Duplicates. Automations and workflows. Excess clutter could slow down employee productivity and platform usage, or even misinform executive decision making.

Why do risk management policies prefer limited data retention?

Risk management policies also tend to prefer limited data retention because customer data can be seen as a risk to the organization. Data Retention Balance - As you assess your organization’s data retention policy, you may face internal opposition.

Is Salesforce storage expensive?

Storage within Salesforce isn’t as big of a driver for most companies operating on the cloud. Cloud storage is usually inexpensive after all. Unfortunately, if you’re way over your Salesforce storage limits, data storage costs could become a concern. A data retention policy could become necessary to avoid going over your Salesforce storage limits. The common causes of Salesforce data overages include:

Why should you limit access to archived data?

Access to archives depends on your business drivers. If you're keeping the data in an archive for regulatory or internal policy reasons, you should limit access to those who need it for regulatory or auditing purposes.

Does Salesforce have a retention policy?

With thousands of records entering and leaving your Salesforce platform every day, it’s critical to have an official data retention policy documented. Most companies don’t have a data retention policy . Instead, they keep ALL data, making it more likely that they’ll:

What does Salesforce regulations mean?

What do the regulations mean for your Salesforce backups? First and foremost, data must be kept secure. If you were thinking about managing your own backups, note that you'd be taking responsibility for compliance onto yourself - you'd have to demonstrate your data is secure, regularly backed up, and that you have the ability to purge records.

Why do companies keep data?

Many companies prefer to retain protected data indefinitely in order to secure their data for the foreseeable future. Others have a particular reason for holding data only for a certain period of time if, for instance, they have their own data retention policy with consumers that needs to apply to their backups. Limiting the period of time backup data is held for is also a way of keeping the cumulative size of backups from ballooning. Generally, the more space required for backups, the more expensive they become. So there is often a financial motivation for setting data retention limits too.