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Why Your SaaS Applications Also Need Archiving

Just like your on-premise database applications like E-Business Suite, PeopleSoft, Siebel and custom applications, SaaS applications such as Salesforce, Oracle CRM On Demand, Microsoft Dynamics, NetSuite, Eloqua and others will experience large data growth causing performance issues and increasing costs.

As data grows in your SaaS applications, the performance of accessing transactions and reporting will degrade.  Your SaaS vendors will also require more time, effort, and cost to maintain and manage this data. Backups, upgrades and replication of these environments will take longer and application availability will be impacted due to longer maintenance windows. Your SaaS application vendors will require more storage to house the additional data and this cost will be passed on to you.

What can you do to reduce the maintenance costs of your SaaS application vendors and the cost you incur, as well as improve the response time and experience of your SaaS application end users?  You can start by determining whether there are inactive data in these applications that you can archive or prune.  If you have been using your SaaS applications for five years or more, this is most likely the case. Do you really need to look at opportunities or sales orders that are over five years old? It’s very unlikely. In this case, you should identify the criteria to start archiving data from your SaaS applications (e.g. transactions over three-five years can be archived.)   You have a few choices here:

  1.  You can archive your SaaS application data to lower cost on premise storage, purge it from the SaaS application and report against the data that you have archived on premise.
  2. You can archive your SaaS application data to cheap cloud storage, purge it from the SaaS application and report against the data that you have archived to the cloud separately if you ever need to.
  3. You can completely purge the data from your SaaS application if it is really old and you will not access it anymore. This is not recommended.  Rather than purging directly from the SaaS application, you can first archive and then purge from the archive after you have ascertained that this data is no longer required.

If you decide to archive the data to on premise or cloud storage, then you can manage the retention policy of the archived data and purge based on the retention expiration date, just like the rest of your archived data. You can further still access and report against that archived data, though separately from your live data in the SaaS applications. Some archiving solutions will also provide extreme compression of your data (up to 98%) saving you storage and costs.

What have you gained from removing excess inactive data from your SaaS applications?

-          Reduce the overall costs of managing inactive data from your SaaS applications

-          Central retention management of inactive data across applications in your archive

-          Reduce the risks of non-compliance to retention regulations

-          Reduce eDiscovery and legal risks by systematically purging data that you don’t need

-          You can still access that data from any reporting tool

-          Improve the response time of your SaaS application end users

The next time you access your SaaS applications, consider the amount of data maintained in those applications and determine if you can archive and remove some of that data to reduce costs and risks and improve performance.

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