Data guides
How to find and export your company data
A short guide for every common business system: where its size is shown, which admin role can see it, which unit to use, and how to get the complete history out.
Why the detail matters
We review a company's records before we put a value on them. Knowing the systems, roughly how much each holds and how many years it covers lets us do that quickly and accurately.
"Six years of Slack and 600 GB in SharePoint" says far more than "we use Microsoft and a chat tool". Nothing needs to be exported to get started — a figure read from the admin console is enough, and we take care of removing personal data before anything leaves the company.
Team chat
Internal conversations between colleagues. Use a message count where the tool offers one, storage where it doesn't. Usually given in messages.
Slack
Message totals sit in Workspace analytics; exporting private channels and DMs needs Business+ or Enterprise.
Microsoft Teams
Usage reports reach back 180 days; the complete chat history comes out through Purview eDiscovery or Graph.
Google Chat
Activity reports live in the Admin console; a Vault export adds a message count file covering spaces and DMs.
Discord
No owner-level export; large Community servers get Server Insights, and each member can request a personal data package.
WhatsApp Business
The app exports one chat at a time; Cloud API history only exists in the systems that received it.
Email and calendar
Every company mailbox, including those of people who have left, as long as they were kept. Usually given in GB.
Files and documents
Shared and personal drives, counted together. Usually given in GB.
Google Drive
My Drive and shared drive storage in the Admin console; export with Data Export or Vault.
SharePoint
Tenant storage on Active sites, per-site figures in the usage report, full export through eDiscovery.
OneDrive
Storage per account in the OneDrive usage report; export through eDiscovery or the sync app.
Dropbox
Team storage in the Admin console; a full copy comes down through the desktop app.
Box
Total usage under Account and Billing; export user by user or through the Box API.
Egnyte
Storage tab on the Reports dashboard plus the Folder Size Report; export through the desktop app.
CRM
Customer relationships, sales opportunities and the activity recorded around them. Usually given in records.
HubSpot
Use Data Model object totals for sizing; export records and activities separately.
Salesforce
Inspect Setup storage by object, then use Data Export for CSV archives and optional files.
Zoho CRM
Read module counts under Storage and collect module CSVs plus attachments through Data Backup.
Pipedrive
Combine the Deals list summary with row counts from per-type exports.
GoHighLevel
Count contacts through the agency Sub-Accounts report, then export each location separately.
Microsoft Dynamics 365 Sales
Size the Sales environment in Dataverse GB; use a data-lake link for broad table extraction.
Close
Use full export row counts for volume and JSON lead exports for communication history.
Field operations
Jobs, dispatch records, site visits and the documents created while delivering work. Usually given in records.
ServiceTitan
Count all-date report and customer exports; use Export APIs for full snapshots.
Housecall Pro
Use Admin CSV exports for jobs, estimates and customers; broader API access needs MAX.
Jobber
Get all-time report totals and export clients separately from note attachments.
AccuLynx
Use all-date reports or API count fields for jobs and contacts.
JobNimbus
Count saved Contact and Job Custom Reports, then download attachments per record.
Buildertrend
Count Jobs List and supported grid rows; request help for account files and logs.
Procore
Inventory company projects in Portfolio and extract each project with its attachments.
CompanyCam
Read media counts in the project CSV and save photo ZIPs project by project.
Arrivy
Use reporting for task counts and confirm full-history extraction with support.
FieldEdge
Count all-year operational lists and agree export coverage with support.
Phone and call recordings
Call audio and transcripts. Use the combined duration of recordings rather than just the number of calls. Usually given in hours.
RingCentral
Use Detailed Call Log durations for recorded calls and export MP3s before retention limits apply.
Aircall
Measure recorded in-call duration in CSV exports; use support for recordings outside the Dashboard window.
Dialpad
Export Analytics call logs and request the recording-link export before downloading audio.
Zoom Phone
Use Phone system logs to isolate recorded calls, then download audio from Recordings.
Twilio
Use recording-storage minutes for volume and the Recordings API for media retrieval.
Gong
Use Team exports for volume and combine call metadata exports with API transcripts.
CallRail
Total recorded-call durations over the retained 25 months and retrieve MP3s through the API.
Five9
Measure the offloaded recording archive first because platform retention is short.
Nextiva
Request Recorder portal access, then pair bulk recording exports with Analytics call-log CSVs.
Meeting recordings
Recorded meetings and the transcripts or captions kept with them. Usually given in hours.
Zoom
Use cloud recording inventories for size; retrieve durations through the API or estimate from sample files.
Google Meet
Locate recordings in organizers’ Drive accounts; use Vault for an organization-wide search and export.
Microsoft Teams recordings
Search OneDrive and SharePoint for recording MP4s, then export through Purview or supported Graph endpoints.
Customer support
Support tickets, customer conversations and help centre articles. Usually given in records.
Zendesk
Count tickets in Explore or the API; use the account JSON export to retain comment threads.
Intercom
Reports count recent conversations; cloud storage exports preserve content, with the API needed beyond two years.
Freshdesk
Use the ticket-search API for totals and the Account Administrator’s compressed XML export for history.
Help Scout
Read conversation volume in Reports; retrieve complete threads with the Inbox API.
Gorgias
Count tickets from an Inbox CSV; obtain limited public messages in Analytics or request a custom export.
Project management
Tasks, work items, issues and their discussion history. Usually given in records.
Jira
Count visible work items with an unrestricted JQL search; use Backup manager for a site archive.
Linear
Count issues in a workspace CSV; fetch comments and attachment files separately through the API.
Asana
Estimate task volume with project task counts; full organization JSON requires qualifying Enterprise access.
ClickUp
Export workspace tasks to CSV on Business or higher; count rows and download attachments separately.
monday.com
Count board items from an account ZIP; admins can include files, but archived boards and workdocs are omitted.
Trello
Count cards from Workspace exports on Premium or Enterprise, or export individual boards to JSON on any plan.
Wiki and notes
Internal reference material, working notes and documented processes. Usually given in MB.
Source code
Code repositories and their commit histories, with related development records where available. Usually given in GB.
GitHub
Use mirror clones plus LFS for code size and migration archives for collaboration records.
GitLab
Use Usage quotas for repository/LFS storage and project exports for issues and merge requests.
Bitbucket
Add repository Size readings and use mirror clones to retain all Git history.
Azure DevOps
Sum repository API sizes, mirror code history and export selected work-item fields separately.
Design and CAD
Design projects, technical drawings and creative source files. Usually given in GB.
Figma
Count accessible design files, then estimate GB from native local copies.
Adobe Creative Cloud
Read consumed cloud storage and add locally stored creative project folders.
Canva
Have the team owner request a bulk download and measure the resulting ZIP in GB.
AutoCAD
Measure drawing/project folders and preserve external references when copying them.
Accounting and ERP
Transactions, invoices, ledgers and operational records from finance systems. Usually given in records.
QuickBooks
Count historical transactions in a report; export accounting data and attachments separately.
Xero
Use Account Transactions for historical volume; build an archive from separate area and report exports.
NetSuite
Use saved searches for scoped counts; Full CSV Export is not a complete database archive.
Sage Intacct
Count report detail rows; use Data Delivery Service for bulk object exports to cloud storage.
Microsoft Dynamics 365 Business Central
Table Information lists table counts; eligible administrators can export an online environment as BACPAC.
SAP
Identify the SAP product first; database sizing and historical extraction need the basis or database team.
Odoo
Read list-view totals by app; use a database backup with the filestore for a broader archive.
Ecommerce
Order history, product catalogues and customer records. Usually given in records.
Shopify
Use historical order reports or deduplicated CSVs; export orders, payments, customers and products separately.
Amazon Seller Central
Download All Orders reports in date batches and count distinct amazon-order-id values.
WooCommerce
Analytics shows order counts; the full database needs a separate backup rather than a report CSV.
BigCommerce
Count distinct Order IDs in an order export; template selection determines which fields are included.
HR and payroll
Use record counts only when assessing these systems. Individual personnel files and salary details stay outside licensing scope. Usually given in records.
Gusto
Count employees and payroll history through permission-scoped reports, including former staff.
Rippling
Build separate employee, payroll and time reports with a permission profile covering the intended population.
ADP
Identify RUN or Workforce Now first, then use full employee and payroll reports rather than builder previews.
BambooHR
Use custom employee and Timesheet Entries reports; documents and broader account exports need separate retrieval.
Deel
Use Analytics reports across all entities and worker types; scheduled SFTP exports are configured per entity.
Databases and warehouses
Business databases, analytical warehouses and object storage. Distinguish logical data from indexes, replicas and compressed storage. Usually given in GB.
PostgreSQL
Measure database disk usage with SQL; use pg_dump for a consistent database copy.
MySQL
Query schema storage in information_schema and export with mysqldump or MySQL Shell.
BigQuery
Read logical and physical bytes from TABLE_STORAGE; export tables to Cloud Storage.
Snowflake
Separate compressed active storage from retention overhead; unload tables with COPY INTO.
Amazon S3
Use Storage Lens or daily bucket metrics for size, then copy objects with version awareness.
Amazon Redshift
Sum SVV_TABLE_INFO blocks by database and unload tables to S3.
Databricks
Measure each Delta snapshot with DESCRIBE DETAIL and deep-clone tables to controlled storage.
MongoDB
Distinguish logical document size from allocated storage and export BSON with mongodump.
Amazon DynamoDB
Read table bytes and item counts, then use PITR-based S3 exports for snapshots.
Product analytics
Event-level history showing how products and services were used. Usually given in GB.
Amplitude
Find project event usage in settings; size retained raw history through an API or warehouse export.
Mixpanel
Inspect billing-period event usage, then export raw JSONL by project and date.
Google Analytics
Measure GA4 event storage in BigQuery; linking starts future exports without a historical backfill.
Photos, video and social
Photo and video collections, uploaded media and business social-account history. Usually given in GB.
Google Photos
Read Photos storage separately in Workspace, then export each account through Takeout.
YouTube
Review channel uploads in Studio and measure a Takeout archive for storage size.
Instagram
Use a full-range, high-quality account export to measure media and account data.
TikTok
Count posted videos separately from the JSON or TXT account-data download.
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