# Importing, exporting and managing data at scale

*Platform Administrator Study Guide · Data and Analytics Management · Last updated September 26, 2026 · https://certifyforce.com/study-guide/platform-administrator/data-and-analytics-management/importing-exporting-and-managing-data*

Choose between the Data Import Wizard, Data Loader, Mass Transfer Records, Mass Delete Records, the Recycle Bin and the Data Export Service based on object, volume, operation and recovery needs, and plan a safe archive.

- Certification: Salesforce Platform Administrator
- Exam section: Data and Analytics Management
- Study guide: https://certifyforce.com/study-guide/platform-administrator

**Official exam objective:**

> Describe the considerations when importing, updating, transferring, mass deleting, exporting, and backing up data (Archival, Apex data loader, Import Wizard).

## What the exam expects

- Pick the Data Import Wizard or Data Loader for a load, given the object, the record count, the operation and whether software can be installed.
- Plan an update or upsert: every row needs a Salesforce record ID or an external ID, and large loads switch Data Loader to the Bulk API.
- Reassign ownership in bulk with Mass Transfer Records, including the opportunities and cases that move with an account.
- Mass delete safely: what Mass Delete Records covers, what cascades, and how the Recycle Bin and hard delete differ.
- Back up and archive with the Data Export Service and Data Loader, including frequency by edition and how long export files stay available.

## Key facts

| Fact | Detail | Source |
|---|---|---|
| Data Import Wizard volume | Up to 50,000 records at a time, CSV only | [Data Import Wizard](https://help.salesforce.com/s/articleView?id=sf.data_import_wizard.htm&language=en_US&type=5) |
| Data Import Wizard objects | Accounts, contacts, leads, solutions, campaign members, person accounts, custom objects | [Data Import Wizard](https://help.salesforce.com/s/articleView?id=sf.data_import_wizard.htm&language=en_US&type=5) |
| Data Loader volume | Files up to 5 million records | [Data Loader](https://help.salesforce.com/s/articleView?language=en_US&id=xcloud.data_loader_about.htm&type=5) |
| Data Loader editions | Enterprise, Performance, Unlimited, Developer | [Data Loader](https://help.salesforce.com/s/articleView?language=en_US&id=xcloud.data_loader_about.htm&type=5) |
| Upsert match key | Salesforce ID or a field with the External ID attribute | [Data Loader upsert](https://developer.salesforce.com/docs/atlas.en-us.dataLoader.meta/dataLoader/inserting_updating_or_deleting_data.htm) |
| Default Data Loader API | SOAP; select Use Bulk API for large asynchronous loads | [Configure Data Loader](https://developer.salesforce.com/docs/atlas.en-us.dataLoader.meta/dataLoader/configuring_the_data_loader.htm) |
| Mass Transfer / Mass Delete batch | Up to 250 records at a time | [Mass Transfer Records](https://help.salesforce.com/s/articleView?id=platform.admin_transfer.htm&type=5), [Notes on Mass Delete](https://help.salesforce.com/s/articleView?id=sf.admin_massdelete_notes.htm&type=5) |
| Mass Delete permission | Modify All Data | [Notes on Mass Delete](https://help.salesforce.com/s/articleView?id=sf.admin_massdelete_notes.htm&type=5) |
| Recycle Bin retention | 15 days, then scheduled for permanent deletion | [Recycle Bin](https://help.salesforce.com/s/articleView?id=sf.home_delete.htm&type=5) |
| Hard delete | Records skip the Recycle Bin and cannot be undeleted | [Configure Data Loader](https://developer.salesforce.com/docs/atlas.en-us.dataLoader.meta/dataLoader/configuring_the_data_loader.htm) |
| Export files available | 48 hours after the email, excluding weekends | [Export Backup Data](https://help.salesforce.com/s/articleView?id=sf.admin_exportdata.htm&type=5) |
| Weekly export editions | Enterprise, Performance, Unlimited; others monthly | [Export Backup Data](https://help.salesforce.com/s/articleView?id=sf.admin_exportdata.htm&type=5) |
| Excluded from data export | Formula and roll-up summary fields | [Export Backup Data](https://help.salesforce.com/s/articleView?id=sf.admin_exportdata.htm&type=5) |

## Check yourself

- Which objects can the Data Import Wizard import, and what is its per-import limit? → Accounts, contacts, leads, solutions, campaign members, person accounts and custom objects, up to 50,000 records ([Data Import Wizard](https://help.salesforce.com/s/articleView?id=sf.data_import_wizard.htm&language=en_US&type=5))
- When should an upsert match on an external ID instead of the record ID? → When the source system only knows its own primary key; store it in an External ID field ([Data Loader upsert](https://developer.salesforce.com/docs/atlas.en-us.dataLoader.meta/dataLoader/inserting_updating_or_deleting_data.htm))
- Which related records can Mass Transfer Records move with an account? → The owner's open opportunities, contacts, notes, attachments and open activities, plus closed opportunities and cases by checkbox ([Mass Transfer Records](https://help.salesforce.com/s/articleView?id=platform.admin_transfer.htm&type=5))
- Why should you export before a hard delete? → Hard-deleted records skip the Recycle Bin and can't be undeleted ([Configure Data Loader](https://developer.salesforce.com/docs/atlas.en-us.dataLoader.meta/dataLoader/configuring_the_data_loader.htm))
- When must an Enterprise Edition export be downloaded? → Within 48 hours of the email, not counting weekends; it can run weekly or monthly ([Export Backup Data](https://help.salesforce.com/s/articleView?id=sf.admin_exportdata.htm&type=5))

## Sources

- [Data Loader](https://help.salesforce.com/s/articleView?language=en_US&id=xcloud.data_loader_about.htm&type=5)
- [Data Import Wizard](https://help.salesforce.com/s/articleView?id=sf.data_import_wizard.htm&language=en_US&type=5)
- [Insert, Update, or Delete Data Using Data Loader](https://developer.salesforce.com/docs/atlas.en-us.dataLoader.meta/dataLoader/inserting_updating_or_deleting_data.htm)
- [Export Backup Data from Salesforce](https://help.salesforce.com/s/articleView?id=sf.admin_exportdata.htm&type=5)
- [Mass Transfer Records](https://help.salesforce.com/s/articleView?id=platform.admin_transfer.htm&type=5)
- [Notes on Using Mass Delete](https://help.salesforce.com/s/articleView?id=sf.admin_massdelete_notes.htm&type=5)
- [View, Restore, and Manage Items in the Recycle Bin in Salesforce Classic](https://help.salesforce.com/s/articleView?id=sf.home_delete.htm&type=5)
- [Configure Data Loader](https://developer.salesforce.com/docs/atlas.en-us.dataLoader.meta/dataLoader/configuring_the_data_loader.htm)
- [Delete Multiple Records and Reports](https://help.salesforce.com/s/articleView?id=sf.admin_massdelete.htm&type=5)
- [Import Data with the Data Import Wizard](https://help.salesforce.com/s/articleView?id=sf.import_with_data_import_wizard.htm&type=5)
- [Export Data from Salesforce](https://developer.salesforce.com/docs/atlas.en-us.dataLoader.meta/dataLoader/exporting_data.htm)

## About the full unit

The "Core concepts", "Exam traps" and "Worked scenario" sections of this unit, its 11 linked practice questions, and unlimited timed mock exams are included with the Platform Administrator pack (USD $19): https://certifyforce.com/practice-exams