Keeping track of an organization’s records has become a full-time task and a constant struggle. With most of the company data being stored digitally, it is only understandable for organizations to be concerned about their sensitive records, how to protect them, and how to manage them efficiently.

Salesforce is one of the common cloud-based software providers. Its services allow businesses and organizations to utilize cloud tech to connect with clients, partners, and prospective clients. Despite its popularity and practicality, most businesses still have a challenge managing many records on the platform.

A solid records management strategy provides businesses with the resources they cycle and guarantees that the invested parties will access records conveniently and efficiently. Without a proper records management system, a business will likely miss out on many of its benefits. This article discusses managing 10,000 plus Salesforce records accurately without sacrificing efficiency.

Records Are a Vital Part of Data Management

Records collected from internal or external transactions or interactions are integral to data management. In a nutshell, data management is the clean and proper organization of a business’ data. On the other hand, record management is keeping files relating to a client or transaction organized and updated.

Though tempting to differentiate, records and data are correlational and integral to a business’ operation and stability. Therefore, any records a business keeps are part of the company’s data and data management systems.

Automation is Important for Managing Large Records Amounts

The ultimate solution to tackle the information flood goes beyond hiring new employees. As businesses create more records daily, it is crucial for the company to implement an automated records management system.

Unlike the hectic manual alternative, automation removes the hassle out of your hands and allows you to enjoy convenience never experienced before. Benefits of using automation for managing large amounts of records include:

  • You can change it easily with ever-changing compliance frameworks.
  • It reduces the risks of data loss.
  • You can implement flexible file plans.
  • Reliable and practical performance evaluation.
  • Improved protection of business records.
  • It makes all your records—regardless of the amount—more accessible on a centralized network.

Reporting Should be Accurate and Robust

Accurate reporting is important for several reasons, including:

  • Maximizing productivity and efficiency: Maximizing your facility’s operational output and minimizing operating and capital costs simultaneously is the primary balancing act for the facility team. To attain this, the facility management team implementing real-time reporting is extremely beneficial.
  • Get project funding: Establishing the proper metrics and explaining—in detail—your capital projects with the proper financial analysis terms can get your projects approved and funded.

More importantly, the reporting should be robust enough to handle the large volumes of records.

Coherent Solutions Case Study Overview of Record Management

Organizations today have access to several systems and software options to equip their technology managers and teams with the necessary tools for records management. Salesforce is a powerful collaboration tool to help you manage your data and records. However, you need to understand how to use these tools to effortlessly be able to handle and manage tens of thousands of organizational records.

Steps you can follow to achieve a successful, efficient, and sustainable records management system include:

  • Determine who will manage the records and processes.
  • Eliminate unnecessary files and organize the existing ones.
  • Provide correct, consistent, and comprehensive data.
  • Develop a retention and destruction schedule for the files.
  • Create a disaster recovery plan.
  • Train your team after implementing the records management system.
  • Monitor your records management system/program, ensuring it is up to date.

Understanding Salesforce is key to successfully handling and managing thousands of records without sacrificing efficiency. Improving report performance is an integral part of ensuring accurate records management. Here are the best practices to help improve report performance.

Use Efficient Filters

Adding a filter limits the number of records returned, speeding up reports significantly. However, avoid filters with complex logic since they slow down reports. Ways to use efficient filters to improve reporting performance include:

Eliminate Unnecessary Columns

Returning a multitude of columns tends to slow down reporting. Eliminating columns you don’t need will speed up your report.

Hide Details

Hiding detail rows allows you to see important details such as totals, groupings, subgroupings, and record counts minus individual records.

Write Efficient Formulas

Inefficiently written formulas can slow down report runs.

Bucket Data Sparingly

Consider redesigning a report to utilize fewer buckets if it is running slowly.

Simplify Sharing Rules Throughout Salesforce

Complex sharing rules can slow down reports since each rule has to be evaluated whenever the report receives data from an object.

Empty the Recycle Bin

After deleting a record from Salesforce, it stays in the recycle bin for up to 1 month, during which you can restore the record. If you have multiple recently deleted records in the recycle bin, your report query performance is slowed. Therefore, periodically emptying the recycle bin will improve report performance.

Run Slow Reports During Off-Peak Hours

Schedule your report to run during less busy and request Salesforce to email the report to you and your team. You can also view the report data on Salesforce without having to re-run the report.

Common Records Management Challenges

  • Ownership skew: Ownership skew refers to where a single user owns over 10,000 records of an object and increases the likelihood of performance issues.
  • Recursive trigger invocations: Many record updates can affect data consistency.
  • Concurrency (multiple processes running simultaneously, thus slowing the system down).
  • Archiving data without a proper strategy leading to performance degradation.
  • The wrong CRUD/FLS and sharing settings can result in unauthorized access to sensitive information.

Bottom Line

Managing a multitude of Salesforce simultaneously without compromising on efficiency requires more than optimizing performance. Most businesses have difficulty implementing and using Salesforce for their records management processes.

Coherent Solutions can provide you with Salesforce integration and customization. We also provide comprehensive support and maintenance for your Salesforce applications.

Our team can provide the expertise necessary to ensure proper, accurate, and reliable records and data management. We empower your team with custom Salesforce development. Connect with us to get started.