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Thread: Archive obsolete data

Ken McGuire
Posts: 1

Archive obsolete data Your last visit to this thread was on 1/1/1970 12:00:00 AM

Posted: 03 Jul 07 12:07 AM

Does anyone have a solution for archiving obsolete Contacts, Accounts, Opportunities and associated attachments and history such that they are removed from the production database but still accessible if required in future?

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John Gundrum
Posts: 632

Re: Archive obsolete data Your last visit to this thread was on 1/1/1970 12:00:00 AM

Posted: 03 Jul 07 6:38 AM

The way we've done this is by realigning the obsolete accounts to an account owner that no one is a member of. Maybe the only members are any DB admins and top managers who might need to see this information.

First, create a Team called obsolete and assign who will be members of that team. Then create an Account group where the conditions are what make an account obsolete (eg. no history for 730 days). Start Administrator and do a territory realignment. Use the Account group as the source and then assign the owner as the Obsolete team.

This works at the account level. Any contact, opportunity and attachment associated with that account will now only be visible to the members of the Obsolete team.

This will be trickier if you want to hide just a contact or opportunity. I don't see a reason to hide just a contact from an account, especially if there is history. It prevents duplication of efforts. For example, if you hide a contact of an account there is a possibility a new sales rep can come in and start working the account. Not being able to see these hidden contacts there is a great possibility the new sales rep will start trying to call contacts that are hidden. The contact will be recreated in the system (now a dupe) and most likely the sales rep will hit a dead end. This probably would equate 5-20 minutes worth of wasted time. Not the best use of time, especially since the contact was already in the system - just not visible to the rep.

The same scenario I described for contacts can also apply to hidden accounts. Its the same scenario. New rep who comes on board with their list of prospects and suspects. They start working that list where the account might already exist but is hidden.

Bottom line is there is no perfect system. You'll find pros and cons with each method. Its a matter of which weighs more heavily in your favor versus not in your favor.

John G.

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