--- schema_version: "1" id: 57f9b4a2a85f62a65707320b594a8b9263d0dfbabce54ba1382651670ed236c1 title: Data Portability for CM collection: admin version: current locale: en-us portal_url: https://docs.salesforce.com/admin/current/en-us/sfdo/264-0-0/cm_data_portability.md canonical_url: https://help.salesforce.com/s/articleView?id=sfdo.cm_data_portability.htm&release=264.0.0&type=5 source_site: help.salesforce.com content_type: documentation content_hash: e1ccd76b51f79b55c96375bbd7616183a984d8f41af6717182fbd146e6153b3c description: Find out more about data portability for CM. products: - Nonprofit release: "264" --- # Data Portability for CM Find out more about data portability for CM. - **[Data Portability for Your Product](https://help.salesforce.com/s/articleView?id=sfdo.cm_data_portability.htm&release=264.0.0&type=5)** Learn about data portability for Case Management. When your constituents request it, prepare and pack up the data you've received from them so that you can work toward complying with GDPR data portability and export requirements. We offer the following examples of common requests and considerations to help you plan how best to honor constituent requests around data portability. These are only suggestions for your review, and not guaranteed steps for ensuring compliance with any legal rule. ## Data Portability for Your Product Learn about data portability for Case Management. When your constituents request it, prepare and pack up the data you've received from them so that you can work toward complying with GDPR data portability and export requirements. We offer the following examples of common requests and considerations to help you plan how best to honor constituent requests around data portability. These are only suggestions for your review, and not guaranteed steps for ensuring compliance with any legal rule. Keep in mind that addressing constituent requests, including those provided for under the GDPR, can be challenging. A one-size-fits-all strategy may not always work, and you may need to adjust your approach when balancing organizational needs and legal obligations. For example, if exporting personal data to satisfy a GDPR data portability request may violate someone else’s rights, you might consider narrowing the fields in scope rather than exporting all data. If deleting personal data to satisfy a GDPR erasure request may conflict with other requirements around record preservation, you might consider anonymizing certain fields rather than wholesale deletion. As always, there are pros and cons to each approach, including legal and business impacts and risks, and you are responsible for your own compliance obligations in your use of the Salesforce Services and Salesforce.org applications. You should work with your advisors, including legal counsel, to determine whether you are covered under a legal requirement, and come up with a compliance plan that’s best for your organization. Salesforce resources: - [Data Portability: Give Customers Their Data when They Want It](https://help.salesforce.com/articleview?id=data_portability.htm&type=5) - [Export Backup Data](https://help.salesforce.com/articleview?id=admin_exportdata.htm&type=5) - [Export results of SOQL query from workbench](https://help.salesforce.com/articleview?id=000205697&type=1) - [Export Data with Data Loader](https://developer.salesforce.com/docs/atlas.en-us.208.0.dataloader.meta/dataloader/exporting_data.htm) ![Important](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-sfdo-case_management-264-0-0-production-enus/4bf5cafc-4c98-4543-b5bf-3b2a6d34e498/images/icon_important.png) Important Remember to review both Salesforce Platform documentation AND Salesforce.org product-specific documentation. In addition to the information in this table, review: - [Data Export for Sales Cloud](https://help.salesforce.com/articleview?id=data_portability_sales.htm&type=5) - [Data Export for Salesforce Platform](https://help.salesforce.com/articleview?id=data_portability_platform.htm&type=5)
Common Constituent Request Actions to Consider Things to Consider
A client is moving out of state and won’t be receiving services or engaging with your organization anymore. He wants to take his information with him. Export Data

Personal data can exist in many different records and fields.

Consider exporting these records and fields for your client:

  • Contact

  • Tasks

  • Calendar events

  • Personal data in unindexed, free-text fields

You can find personal data in unindexed fields by exporting the data, and then searching for the information.

You may also consider exporting:

  • Case Plans

  • Goals

  • Action Items

  • Assessments

  • Client Notes

  • Program Engagements

  • Service Deliveries

  • Addresses

  • Affiliations

  • Cases

  • Household Accounts

  • Relationships

The export file should be in a structured, commonly used, machine-readable format that is transferable, such as a .csv.

And if that person no longer wants you to keep the personal data you’ve collected, you can delete it.

Note
Note In order to preserve Case Plan history for reporting totals, consider assigning Case Plans, Client Notes, Assessments, Program Engagements, and Service Deliveries to an anonymous or placeholder Account.

If you maintain a Sandbox environment, you may want to refresh the environment afterward to remove that constituent’s data from it, or log into the Sandbox and manually remove the data.

A staff member or service provider is being assigned to a new position.

She asked for the personal data you collected from her.

She asked for the personal data you collected from her.

 Export Data

Personal data can exist in many different records and fields.

Consider exporting these records and fields for your constituent:

  • Contact

  • Tasks

  • Calendar events

  • Personal data in unindexed, free-text fields

You can find personal data in unindexed fields by exporting the data, and then searching for the information.

You may also consider exporting:

  • Case Plans

  • Goals

  • Action Items

  • Assessments

  • Client Notes

  • Program Engagements

  • Service Deliveries

  • Addresses

  • Affiliations

  • Cases

  • Household Accounts

  • Relationships

The export file should be in a structured, commonly used, machine-readable format that is transferable, such as a .csv.

And if that person no longer wants you to keep the personal data you’ve collected, you can delete it.

Note
Note In order to preserve Case Plan history for reporting totals, consider assigning Case Plans, Client Notes, Assessments, Program Engagements, and Service Deliveries to an anonymous or placeholder Account.

If you maintain a Sandbox environment, you may want to refresh the environment afterward to remove that constituent’s data from it, or log into the Sandbox and manually remove the data.
A former client has stopped receiving services from your organization. He has asked that you keep his data because he’s involved in a legal proceeding that might require the data, but requested you stop all processing of the data.

Personal data can exist in many different records and fields.

Consider exporting these records and fields for your client:

  • Contact

  • Tasks

  • Calendar events

  • Personal data in unindexed, free-text fields

You can find personal data in unindexed fields by exporting the data, and then searching for the information.

You may also consider exporting:

  • Case Plans

  • Goals

  • Action Items

  • Assessments

  • Client Notes

  • Program Engagements

  • Service Deliveries

  • Addresses

  • Affiliations

  • Cases

  • Household Accounts

  • Relationships

The export file should be in a structured, commonly used, machine-readable format that is transferable, such as a .csv.

And if that person no longer wants you to keep the personal data you’ve collected, you can delete it.

Note
Note In order to preserve Case Plan history for reporting totals, consider assigning Case Plans, Client Notes, Assessments, Program Engagements, and Service Deliveries to an anonymous or placeholder Account.

If you maintain a Sandbox environment, you may want to refresh the environment afterward to remove that constituent’s data from it, or log into the Sandbox and manually remove the data.