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Check how much history your systems keep
The history you can export depends on your plan, settings and deleted records. Choose a system to check its retention and export instructions, then add what you know to your application.
Your records
What does your software keep, and how can you export it?
Pick your system and plan. Check the published rules against your own settings, then record the history you have actually seen.
The rules below describe the software. Your settings and saved exports determine what your company has retained.
Back to your history and application
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AppFolio Retention and exports
Checked October 6, 2026 · Read the full AppFolio guide
All plans (Core, Plus, Max)
- Default retention
The public base terms do not promise a fixed retention period for every subscribed record. After termination AppFolio may immediately deactivate service and later delete the account/data after a reasonable period; customers ending or letting the subscription expire should retrieve data first.[1, 2, 3] as of
Only when AppFolio ends the subscription does it grant up to 30 days of limited access to retrieve data. The terms name no exit export file or format.[1, 2, 3] as of
- Admin rights needed
AppFolio supports custom user roles and permissions. Give the export task to a user with access to the intended reports.[4] as of
- Export method
Report Builder customizes base reports with columns from other reports; the result 'can then be exported or saved for future use'.[5] as of
- Export formats
Owner Portal reports print to PDF, and its Actions menu exports them to Excel or CSV.[6] as of
- Plan limits
Core has minimum spend and a 50-unit minimum; Plus and Max have minimum spend and unit requirements. The cards list a read-only AppFolio API on Plus and read/write on Max.[7] as of
Plus and Max
- Export method
AppFolio API: read-only on Plus, read and write on Max. AppFolio's Company APIs terms (Database, Query and Report APIs) allow use 'solely as necessary in connection with your use of the Services'.[7, 8] as of
- Plan limits
Plus adds Advanced Data Analysis, Custom Fields and the read-only API; Max adds Leasing CRM, Leasing Signals, the read/write API and a dedicated customer success manager.[7] as of
Google Workspace Retention and exports
Checked October 4, 2026 · Read the full Google Workspace guide
Business Starter
- Default retention
Without Vault rules, Gmail, Drive, Calendar and Chat (history on) data stays in user accounts indefinitely until a user or admin deletes it.[9, 10] as of
- Configured retention
Without Vault, the admin-level retention controls are Gmail auto-delete (minimum 30 days), which deletes rather than preserves, and Chat history (off deletes messages after 24 hours). Chat auto-deletion is listed only for Business Plus and higher editions.[11, 12, 13] as of
- Visible vs retained
User deletions have a deadline. Gmail messages stay in Trash for 30 days, then admins have 25 more days to restore them; Drive items stay in Trash for 30 days, and admins can recover them within 25 days after a user empties trash. After that, Google says messages 'can't be restored by an admin or by Google'; without Vault retention rules or holds, nothing is kept beyond these windows.[10, 14] as of
- Admin rights needed
The org-wide Data Export tool requires a super admin account at least 30 days old (unless the org is newer) with 2-Step Verification on; orgs over 1,000 users must contact support first.[15] as of
- Export method
Data Export tool exports all users' data (including shared drives, suspended, archived and Vault Former Employee accounts) to a Google Cloud Storage bucket; other editions can also export a single user.[15] as of
- Export formats
Data Export output is ZIP files per service and size; it exports the same data users get from Google Takeout. Per-service formats are not stated on the admin page.[15] as of
- Plan limits
No Vault in Business Starter (not in Vault-included list); 30 GB pooled storage per user; Meet recording not included.[16] as of
Business Standard
- Default retention
Without Vault rules, Gmail, Drive, Calendar and Chat (history on) data stays in user accounts indefinitely until a user or admin deletes it.[9, 10] as of
- Configured retention
Without Vault, the admin-level retention controls are Gmail auto-delete (minimum 30 days), which deletes rather than preserves, and Chat history (off deletes messages after 24 hours). Chat auto-deletion is listed only for Business Plus and higher editions.[11, 12, 13] as of
- Visible vs retained
User deletions have a deadline. Gmail messages stay in Trash for 30 days, then admins have 25 more days to restore them; Drive items stay in Trash for 30 days, and admins can recover them within 25 days after a user empties trash. After that, Google says messages 'can't be restored by an admin or by Google'; without Vault retention rules or holds, nothing is kept beyond these windows.[10, 14] as of
- Admin rights needed
The org-wide Data Export tool requires a super admin account at least 30 days old (unless the org is newer) with 2-Step Verification on; orgs over 1,000 users must contact support first.[15] as of
- Export method
Data Export tool exports all users' data (including shared drives, suspended, archived and Vault Former Employee accounts) to a Google Cloud Storage bucket; other editions can also export a single user.[15] as of
- Export formats
Data Export output is ZIP files per service and size; it exports the same data users get from Google Takeout. Per-service formats are not stated on the admin page.[15] as of
- Plan limits
No Vault in Business Standard (not in the Vault-included list), so no retention rules or legal holds; Meet recordings save to the organizer's Drive.[17] as of
Business Plus
- Default retention
Without Vault rules, Gmail, Drive, Calendar and Chat (history on) data stays in user accounts indefinitely until a user or admin deletes it.[9, 10] as of
- Configured retention
Vault retention rules (default per service or custom by OU, dates, terms) keep data for 1 to 36,500 days or indefinitely, even if users empty trash; at expiry data is purged.[9] as of
- Visible vs retained
Under Vault retention or holds, data a user deletes disappears from their view but remains searchable/exportable in Vault; expired data stays available to Vault for about 30 days before full purge.[9] as of
- Admin rights needed
Vault search/export requires Manage Matters, Manage Searches and Manage Exports privileges; both the admin and the users whose data is retained need Vault-including licenses.[18] as of
- Export method
Data Export tool exports all users' data (including shared drives, suspended, archived and Vault Former Employee accounts) to a Google Cloud Storage bucket; other editions can also export a single user.[15] as of
- Export formats
Vault exports: Gmail/Groups/Chat as PST or MBOX; Drive with Docs to DOCX, Sheets to XLSX, Slides to PPTX, Drawings/Sites to PDF; Calendar as ICS or PST; metadata CSV/XML with MD5 hashes.[19] as of
- Plan limits
Vault is included in Business Plus, Enterprise Standard/Plus, Frontline Standard/Plus, all Education editions, and Enterprise Essentials/Essentials Plus (domain-verified); since Nov 1, 2025 admins themselves need a Vault license to use Vault.[20] as of
Enterprise (Standard / Plus; Enterprise Essentials)
- Default retention
Without Vault rules, Gmail, Drive, Calendar and Chat (history on) data stays in user accounts indefinitely until a user or admin deletes it.[9, 10] as of
- Configured retention
Vault retention rules (default per service or custom by OU, dates, terms) keep data for 1 to 36,500 days or indefinitely, even if users empty trash; at expiry data is purged.[9] as of
- Visible vs retained
Under Vault retention or holds, data a user deletes disappears from their view but remains searchable/exportable in Vault; expired data stays available to Vault for about 30 days before full purge.[9] as of
- Admin rights needed
Vault search/export requires Manage Matters, Manage Searches and Manage Exports privileges; both the admin and the users whose data is retained need Vault-including licenses.[18] as of
- Export method
Enterprise Plus (and Enterprise Essentials Plus, Education Standard/Plus) can run filtered Data Exports for an OU, group, or up to 100 users, with 2 simultaneous exports.[21] as of
- Export formats
Vault exports: Gmail/Groups/Chat as PST or MBOX; Drive with Docs to DOCX, Sheets to XLSX, Slides to PPTX, Drawings/Sites to PDF; Calendar as ICS or PST; metadata CSV/XML with MD5 hashes.[19] as of
- Plan limits
Vault exports are deleted 15 days after they start; max 20 simultaneous exports per org; large exports stop after 24 hours with partial results.[18] as of
Frontline (Starter / Standard / Plus) and Education (brief)
- Default retention
Without Vault rules, Gmail, Drive, Calendar and Chat (history on) data stays in user accounts indefinitely until a user or admin deletes it.[9, 10] as of
- Configured retention
Vault is included in Frontline Standard and Plus and in all Education editions; Frontline Starter is not in the list.[20] as of
- Admin rights needed
For Education K-12, the shared Takeout control defaults to Not Allowed; elsewhere Takeout defaults to Allowed.[22] as of
- Plan limits
Archived User licenses are included in Education subscriptions.[23] as of
HubSpot Retention and exports
Checked October 6, 2026 · Read the full HubSpot guide
All plans, including free tools
- Default retention
Deleted CRM records and logged activities have recovery windows of up to 90 days. Permanent and GDPR-related record deletions bypass the recycle bin; they become unavailable to users immediately, although backend purging can take up to 30 days.[24, 25] as of
- Configured retention
A Super Admin can enable automatic deletion of inactive contacts. The configurable inactivity period defaults to 365 days; deleted contacts enter the recycle bin and become permanently deleted after 90 days.[26] as of
- Visible vs retained
A record shows each property's current value. Its history saves up to 45 revisions per contact property and 20 per company, deal, ticket or custom object property, counting changes made through the API.[27] as of
- Admin rights needed
Exporting records needs Export permission. Exporting a property's history needs CRM Export plus Edit All on that object, and exporting from the files tool needs Super Admin.[28, 27, 29] as of
- Export method
Records export one object at a time from that object's view, and HubSpot emails a download link that expires after 30 days. Calls and notes come out per contact, through activity reports or through the engagements API.[28, 30] as of
- Export formats
CSV, XLS or XLSX. A CSV over 2MB arrives zipped, and exports over 1,000,000 rows (CSV, XLSX) or 65,535 rows (XLS) come as several files in a zip.[28] as of
- Plan limits
Up to 300 exports in a rolling 24 hours, and three at a time, on every plan.[28] as of
Starter
- Export method
A Super Admin can make a backup once a week under Settings > Data management > Backup & Restore: a .zip with a CSV per object, without associations or activity data, to download within 14 days.[31] as of
- Plan limits
The custom report builder requires Professional or Enterprise; it is not a Starter export route.[32] as of
Professional
- Export method
Sales activity such as calls, emails and meetings can be reported in the custom report builder and exported with Export unsummarized data, by users with Create/own and Edit report permissions.[32, 33] as of
- Plan limits
Manual CRM backups can be created once per week on Professional, as on Starter.[31] as of
Enterprise
- Export method
A Super Admin can create a manual CRM backup once every 24 hours. It excludes associations and activity data; custom report-builder activity exports are available as on Professional.[31, 32] as of
- Plan limits
Enterprise can schedule recurring backups weekly or every two weeks, after creating at least one backup. This schedule differs from the 24-hour manual-backup allowance.[31] as of
Microsoft 365 Retention and exports
Checked October 4, 2026 · Read the full Microsoft 365 guide
Microsoft 365 Business Basic
- Default retention
Mail is kept until a user deletes it: Microsoft's Exchange Online limits table lists the Deleted Items folder retention period as 'No limit' for Business Basic (and every other listed plan). Items removed from Deleted Items are kept 14 days by default; admins can raise this to 30 days.[34] as of
- Configured retention
Microsoft Purview licensing lists Business Basic for Teams chat/channel retention policies only. Organization-wide or location-wide retention policies for mail and files, and creating retention labels, are licensed to E3/E5 and Business Premium, not Business Basic. The Exchange Online service description also shows 'Manual retention policies, labels, and tags' as No for Business Basic/Standard. Messaging Records Management (MRM) is shown as Yes.[35] as of
- Visible vs retained
Users stop seeing a deleted item once it leaves Deleted Items, but it stays recoverable in the hidden Recoverable Items folder for the deleted-item retention period (14 days by default). When that period ends the item is removed for good. Business Basic includes no Litigation/In-Place Hold to extend this; see plan_limits.[36] as of
- Admin rights needed
Searching and exporting tenant-wide content needs Microsoft Purview eDiscovery permissions: the eDiscovery Manager role group (eDiscovery Manager or eDiscovery Administrator), or role groups such as Compliance Administrator or Organization Management that carry the Compliance Search/Export/Hold roles.[37] as of
- Export method
Microsoft's current eDiscovery guide says the admins and users who work eDiscovery cases need a Microsoft 365 E3 or E5 licence. The Exchange Online service description still lists 'eDiscovery content search' as available on Business Basic/Standard. A Business Basic tenant may therefore need to license its eDiscovery operator with E3/E5 before doing a bulk PST export. Users can export their own mail to .pst from new Outlook (see export_paths).[38] as of
- Export formats
Purview eDiscovery exports mail as .pst files (one PST per mailbox can be chosen) or as individual .msg files. SharePoint/OneDrive content comes out as native document copies, and Teams conversations can be threaded into HTML transcripts.[39] as of
- Plan limits
100 GB primary mailbox and a 50 GB archive per user. There is no auto-expanding archive, and In-Place Hold/Litigation Hold are not included; the Exchange Online Archiving add-on adds them.[40] as of
Microsoft 365 Business Standard (marketed on microsoft.com as 'Business Standard with Copilot')
- Default retention
Same mailbox defaults as Business Basic. Exchange Online's Default MRM Policy is applied automatically to new users and has no tag that empties Deleted Items, so deleted mail stays in Deleted Items until the user empties it. Its 'Default 2 years move to archive' tag moves mail but does not delete it.[41] as of
- Configured retention
The Exchange Online service description shows 'Manual retention policies, labels, and tags' = No for Business Basic/Standard and Yes for Business Premium and E3/E5. Purview licensing adds that Business Standard does get Teams chat/channel retention policies.[42] as of
- Visible vs retained
Teams chat messages are stored in a hidden folder in each participant's Exchange mailbox, not only in the Teams client. A copy can therefore outlive one participant's deletion or departure, and it is searchable by eDiscovery.[43] as of
- Admin rights needed
Exporting search results requires the Export role. In Purview that role is held by the eDiscovery Manager/Administrator role groups and by Compliance Administrator/Organization Management.[37] as of
- Export method
There is no end-user export of work Teams chats. Bulk export of mail, Teams and files goes through Purview eDiscovery: create a case, run a search, export, then download the package. Microsoft's export page says the eDiscovery user needs a Microsoft 365 E3 or E5 licence, which Business Standard is not.[39] as of
- Export formats
Export package size is configurable. PSTs can be capped at 1, 2, 5 (default) or 10 GB, and .zip packages at 2, 10 (default), 20 or 40 GB.[39] as of
- Plan limits
100 GB primary mailbox and a 50 GB archive per user. Microsoft lists Business Basic and Business Standard as needing the Exchange Online Archiving add-on for auto-expanding archive and Litigation/In-Place Hold.[44] as of
Microsoft 365 Business Premium (marketed on microsoft.com as 'Business Premium with Copilot')
- Default retention
Mail is kept until deleted (Deleted Items 'No limit'), with a 14-day default (max 30) Recoverable Items window, the same as the other plans. Business Premium includes archiving, so the Default MRM Policy's 'Default 2 years move to archive' tag moves older mail into the archive rather than deleting it.[41] as of
- Configured retention
Business Premium is licensed for organization-wide/location-wide Purview retention policies (mail, SharePoint, OneDrive, Teams) and for creating retention labels. Auto-applied labels, adaptive scopes and record declaration are listed only for E5-class licences.[35] as of
- Visible vs retained
Once a retention policy or hold applies, users can still delete or edit items and the items vanish from their view. A copy is kept in hidden storage: Recoverable Items for mail, the Preservation Hold library for SharePoint/OneDrive, and SubstrateHolds for Teams. The copy stays searchable by eDiscovery until the retention period ends.[45] as of
- Admin rights needed
Placing holds requires the Hold role, held by the eDiscovery Manager role group and Compliance Administrator/Organization Management. The Exchange Online service description lists 'In-Place Hold, Litigation Hold' = Yes for Business Premium.[37] as of
- Export method
Purview eDiscovery (case, search, export, download). Microsoft's Purview eDiscovery licensing table names E3/E5-class licences and does not name Business Premium. The get-started and export pages say eDiscovery users need an E3 or E5 licence. Business Premium tenants should confirm whether the operator account needs an E3/E5 licence.[38] as of
- Export formats
eDiscovery can include Teams and Viva Engage messages from a 12-hour window around each hit and thread them into HTML transcripts. Mail can be exported as PST or .msg.[39] as of
- Plan limits
100 GB primary mailbox. The archive starts at 100 GB and auto-expands up to 1.5 TB, a limit that includes Recoverable Items. Microsoft forbids using journaling or forwarding to archive other users' mail into a mailbox.[34] as of
Microsoft 365 E3
- Default retention
Same Exchange defaults as the business plans: the default deleted-item retention is 14 days (max 30), and Deleted Items itself has no time limit.[36] as of
- Configured retention
E3 is licensed for org-wide/location-wide retention policies across Exchange, SharePoint, OneDrive and Teams, and for manual retention labels. Auto-apply labels and records management need E5.[35] as of
- Visible vs retained
Litigation Hold (included through Exchange Online Plan 2) keeps deleted items and the original versions of edited items, invisible to the user, until the hold is removed or for a set duration.[46] as of
- Admin rights needed
An eDiscovery Administrator, a member of the eDiscovery Manager role group, can access all cases and their data. A plain eDiscovery Manager sees only the cases they belong to.[37] as of
- Export method
E3 gets eDiscovery (Standard): cases, searches, holds and exports for email and for sites/files. Microsoft's Purview licensing table marks eDiscovery (Premium) as 'No' for Microsoft 365 E3.[35] as of
- Export formats
Mail can be exported into one PST per mailbox. The primary mailbox and any archive are merged into that single PST, and the folder hierarchy can be kept.[39] as of
- Plan limits
100 GB mailbox and an archive up to 1.5 TB (auto-expanding). The Recoverable Items quota is 30 GB, rising automatically to 100 GB when the mailbox is on hold or under a retention policy.[36] as of
Microsoft 365 E5
- Default retention
Mailbox defaults are the same as E3 and the business plans. E5 differs in compliance tooling, not default retention: by Microsoft's account, Audit (Premium) keeps audit logs for one year by default for licensed users, against 180 days for Audit (Standard).[35] as of
- Configured retention
Only E5-class licences (and Purview Suite add-ons) cover auto-applied retention labels, adaptive scopes and marking items as records or regulatory records.[35] as of
- Visible vs retained
Collecting SharePoint document versions and cloud attachments (the linked file as shared, not just a link) is listed only under Premium eDiscovery feature support (E5). Without Premium, exports show what is in place rather than the version history.[47] as of
- Admin rights needed
The same Purview role groups apply. Premium features (review sets, analytics, OCR, threading) are switched on per case by eDiscovery Administrators when the organization holds E5 licences.[47] as of
- Export method
eDiscovery (Premium) is 'Yes' for E5 and 'No' for Microsoft 365 E3 in Microsoft's licensing table. It adds review sets, which let a curated, deduplicated set be prepared before export.[35] as of
- Export formats
Mail can be exported as individual .msg files, optionally named after the email subject. Folder paths can be condensed to fit Windows' 259-character limit.[39] as of
- Plan limits
100 GB mailbox. The archive starts at 100 GB and auto-expands to 1.5 TB.[34] as of
Procore Retention and exports
Checked October 6, 2026 · Read the full Procore guide
All plans (priced by product and Annual Construction Volume)
- Default retention
Pricing includes unlimited storage, without a fixed live-record retention promise. At the customer’s request, Procore makes data available solely for retrieval for 30 days after the final subscription term; it may then delete it. Recycle-bin items cannot be permanently removed.[48, 49, 50] as of
- Visible vs retained
Inactive projects stay in Procore but are hidden by default in Portfolio, left out of Company Reports and limited to Drawings in the mobile apps. Neither Procore Extracts nor Project Archive exports them until they are set back to Active.[51, 52] as of
- Admin rights needed
A Project Archive needs 'Admin' on the project's Project Archive tool and at least 'Read Only' on each tool exported; archives are private to their creator except to project Directory Admins. Procore Extracts needs 'Admin' on each tool.[52, 53, 54, 55] as of
- Export method
Project Archive bundles selected tools from an active project into a ZIP, with an email notification and a 30-day download window. The separate Windows Procore Extracts app saves supported project records into local folders.[56, 54, 55] as of
- Export formats
Most items come out as PDFs; documents and photos keep their original file types. Tool lists such as RFIs export to CSV or PDF, and company reports to CSV, Excel or PDF.[56, 57, 58] as of
- Plan limits
Procore charges an annual fee per product, scaled to the company's Annual Construction Volume, with unlimited users and data storage; Field Productivity is priced per full-time employee. The tools a company has depend on the products it bought.[49] as of
QuickBooks Online Retention and exports
Checked October 4, 2026 · Read the full QuickBooks Online guide
All plans (Simple Start, Essentials, Plus, Advanced)
- Default retention
After a paid QuickBooks Online subscription is cancelled, the company keeps read-only access to its data for one year.[59] as of
- Configured retention
Owners with more than one QuickBooks Online subscription on the same login can keep read-only access to a cancelled company indefinitely by keeping at least one subscription active.[60] as of
- Visible vs retained
Audit log events are available for two years; the audit log records sign-ins, settings changes, and edits to customers, vendors, employees and payroll submissions, and cannot be turned off.[61] as of
- Admin rights needed
Viewing the audit log requires admin access; per-transaction Audit history (who, when, what changed) is limited to users with full access rights.[62] as of
The primary admin can change people's permissions and roles and can give others the company admin role; only admins can add, edit or remove admins.[63] as of
- Export method
The Export data tool (Settings > Tools > Export data) exports selected reports and lists, for a pre-selected date range, as Excel files in one .zip, covering posting transactions that affect account balances.[64, 65] as of
- Export formats
Non-posting items are exported separately from their own screens: estimates, purchase orders, customer statements, attachments (as a zip), recurring templates, chart of accounts (Account List report) and products/services.[64] as of
- Plan limits
Plan limits: billable users 1 (Simple Start), 3 (Essentials), 5 (Plus), 25 (Advanced); chart of accounts capped at 250 except Advanced (unlimited); classes and locations only on Plus (40 combined) and Advanced (unlimited); custom fields per transaction 1/4/4/12. No limit on transaction history is stated.[66] as of
Simple Start
- Plan limits
Simple Start: 1 billable user, 250 chart-of-accounts limit, no classes or locations, 1 custom field per transaction.[66] as of
Essentials
- Plan limits
Essentials: 3 billable users, 250 chart-of-accounts limit, no classes or locations, 4 custom fields per transaction.[66] as of
Plus
- Plan limits
Plus: 5 billable users, 250 chart-of-accounts limit, 40 classes and locations combined, 4 custom fields per transaction.[66] as of
Advanced
- Plan limits
Advanced: 25 billable users, unlimited chart of accounts and classes/locations, 12 custom fields per transaction; Custom Report Builder is available; cancellation goes through the account manager.[66] as of
Salesforce Retention and exports
Checked October 6, 2026 · Read the full Salesforce guide
All editions
- Default retention
Deleted records stay in the Recycle Bin for 15 days, then Salesforce schedules them for permanent deletion. The Recycle Bin has no record limit and does not count against storage.[67] as of
Without Field Audit Trail, field history is retained for up to 18 months in the org and up to 24 months through the API; Salesforce says it can be deleted at any time. Tracking starts only when enabled. Standard field-history tracking supports up to 20 fields per object.[68, 69] as of
- Configured retention
A System Administrator can ask Salesforce Support to extend Recycle Bin retention from 15 to 30 days. No other period is offered, and items past 15 days are fully reachable only in Salesforce Classic.[70] as of
- Visible vs retained
Events ended over 365 days ago and closed tasks with a due date over 365 days ago are archived; closed tasks without a due date use creation date. Recurring task and event series are not archived. Archived activities remain accessible through exports and Activity History, but are absent from reports and list views.[71, 72] as of
- Admin rights needed
Data Export needs the Weekly Data Export permission, and its email goes only to the user who scheduled it. Report export needs Export Reports; restoring others' deleted records needs Modify All Data.[73, 74, 75, 67] as of
- Export method
Setup > Data Export > Export Now or Schedule Export. Choose the objects, and tick the options to include images, documents and attachments, and Salesforce Files.[73] as of
- Export formats
ZIP archives of CSVs are normally about 512 MB; a single large file can make an archive larger. Download files are deleted 48 hours after the email, excluding weekends, or immediately when a new export is queued. Formula and roll-up fields and Recycle Bin data are excluded; archived records are included.[73, 74] as of
- Plan limits
Details Only CSV/XLS report exports have no row limit. Formatted matrix reports allow 2,000 rows and 100 columns. Formatted tabular/summary and Details Only XLSX exports allow 100,000 rows and 100 columns; long text is truncated to 255 characters in those limited modes.[75] as of
Starter, Pro Suite and Professional
- Export method
Data Export runs at most once every 29 days, by hand or on a monthly schedule. The weekly export is listed only for Enterprise, Performance and Unlimited.[73, 76] as of
- Plan limits
Starter and Professional have API restrictions, with exceptions for approved partner apps. Professional can purchase API access as an add-on. Data Loader requires a supported edition with API access.[77, 78, 79] as of
Starter: 10 GB data and 1 GB file storage per org. Professional: 10 GB data plus 20 MB per user license, and 10 GB file storage.[80] as of
Enterprise, Performance and Unlimited
- Configured retention
Field Audit Trail, bought with Salesforce Shield or as its own license, keeps field history until you delete it and tracks up to 200 fields per object.[81] as of
- Admin rights needed
API access is on by default. Each user who runs Data Loader or another API tool needs the API Enabled permission and read access to the records exported.[78, 82] as of
- Export method
Data Export can run every 7 days. Data Loader exports one object at a time; Export All adds archived activities and soft-deleted records.[73, 82] as of
- Export formats
Data Loader writes CSV files and does not export attachments; Salesforce points to the weekly export for those.[82] as of
- Plan limits
10 GB data storage per org plus 20 MB per user license (120 MB on Performance and Unlimited), and 10 GB file storage per org.[80] as of
ServiceTitan Retention and exports
Checked October 4, 2026 · Read the full ServiceTitan guide
All plans (Starter, Essentials, The Works)
- Default retention
After termination ServiceTitan is not obligated to keep Customer Data beyond a 60-day Export Period, after which it may delete the account's data (subject to legal obligations).[83] as of
- Configured retention
Basic phone integration settings let the business auto-record inbound and outbound calls, not auto-record them, or record no calls, and add 'may be recorded' greetings.[84] as of
- Visible vs retained
In the mobile app, technicians see only the initial call recording that led to the job.[85] as of
- Admin rights needed
Call recordings can be found from the job history, customer record, service location record or Search page, and downloaded one at a time as mp3. This requires the 'Listen to call recording' and 'Pause call recording' permissions.[86] as of
- Export method
Reports can be run, filtered and exported to PDF or XLSX, which downloads to the user's computer. Access is controlled by reporting permissions.[87] as of
- Export formats
The termination export goes to authorized points of contact as a Microsoft SQL Server backup (.BAK), Microsoft Tape Format (.MTF), or another format ServiceTitan chooses, not as spreadsheets.[83] as of
The Works (and Legacy/Non-Packaged)
ServiceTitan Max (Field Pro)
- Default retention
Field Pro (ServiceTitan Max) records in-home technician-customer conversations and stores them indefinitely. The customer is responsible for setting a retention period (through its PAM). Recordings can be downloaded as audio or text.[90] as of
- Configured retention
Field Pro recording retention is not set by default; the customer must set it with its PAM.[90] as of
- Export formats
Field recordings download as audio or text; Insights charts and tables can be exported, but scorecards cannot.[90] as of
Slack Retention and exports
Checked October 4, 2026 · Read the full Slack guide
Free
- Default retention
Free workspaces store messages and files for at most one year; anything older than a year is permanently deleted.[91] as of
- Configured retention
Workspace Owners on Free can only pick between keeping messages/files for one year or deleting them after 90 days; no custom periods.[92] as of
- Visible vs retained
Free workspaces can view/search only the last 90 days; messages 90 days to 1 year old are hidden (revealed on upgrade), and since August 26, 2024 content over one year old is deleted on a rolling basis. Before Aug 2024 (from the Sept 1, 2022 change) older content was hidden but kept.[92] as of
- Admin rights needed
Workspace Owners and Admins can run the standard export of public channels; only Workspace Owners set retention.[93, 94] as of
- Export method
Standard export covers public channels only. Owners may apply to Slack to export private channels and DMs, but Slack rejects applications absent valid legal process, member consent, or a legal requirement/right.[93] as of
- Export formats
Export is a ZIP of JSON files (a folder per channel, one JSON file per day) with file links rather than file binaries.[95] as of
- Plan limits
Free-plan exports only include file links from the last 90 days, and data more than a year old is not included.[96] as of
Pro
- Default retention
On all paid plans (Pro, Business+, Enterprise+), messages and files are kept for the lifetime of the workspace unless an owner sets a shorter retention policy.[97] as of
- Configured retention
Workspace Owners can choose never delete (with or without saving edit history) or a custom timeline; file retention is set separately; owners can let members override retention for private channels and DMs.[97] as of
- Visible vs retained
No visibility cap on paid plans: full message history is searchable. A member's deleted message cannot be brought back ('Deleting a message is permanent'), and anything deleted by a retention policy is permanently gone. With 'Never delete messages — save edits', Slack says it will 'keep all messages and track message edits and deletions'.[97, 98] as of
- Admin rights needed
Workspace Owners and Admins can export public channels; retention settings are set by Workspace Owners.[93] as of
- Export method
Pro has only the public-channel export self-serve; exporting private channels and DMs requires applying to Slack under limited circumstances (legal process, member consent, or legal requirement).[93] as of
- Export formats
ZIP of JSON (per channel per day) plus users.json, channels.json, integration_logs.json, canvases.json; files are links back to Slack.[95] as of
- Plan limits
Plans comparison shows no 'Data exports for all messages' for Pro (only Business+ and Enterprise+).[91] as of
Business+
- Default retention
On all paid plans (Pro, Business+, Enterprise+), messages and files are kept for the lifetime of the workspace unless an owner sets a shorter retention policy.[97] as of
- Configured retention
Same retention options as Pro: never delete (with/without edit logs) or custom timeline, separate file retention, optional member overrides for private channels/DMs.[97] as of
- Visible vs retained
Full history visible. A member's deleted message cannot be brought back, and retention deletions are permanent; the 'Never delete messages — save edits' setting tracks edits and deletions. No legal holds on Business+ to preserve content against edits/deletes.[97, 98] as of
- Admin rights needed
Workspace Owners and Admins can export public channels; only Workspace Owners can apply for and use the all-conversations export tool, and the application requires Primary Owner approval.[96] as of
- Export method
Once approved, Workspace Owners get a self-serve tool to export all channels and conversations including private channels and DMs, and can schedule recurring weekly or monthly exports.[93] as of
- Export formats
JSON exports (ZIP, folder per conversation, file per day; groups.json for private channels, dms.json for DMs); channel audit reports as CSV; files as links only.[93] as of
- Plan limits
Business+ includes data exports for all messages but not per-user exports, legal holds, or the Discovery API (Enterprise+ only).[91] as of
Enterprise+ (help-center tabs say 'Enterprise'; org-based plan historically sold as Enterprise Grid)
- Default retention
On all paid plans (Pro, Business+, Enterprise+), messages and files are kept for the lifetime of the workspace unless an owner sets a shorter retention policy.[97] as of
- Configured retention
Org Owners can set org-wide message and file retention policies applying to every workspace; Workspace Owners adjust retention only if Org Owners allow; legal holds override retention.[97] as of
- Visible vs retained
With a legal hold, members' messages and files are preserved regardless of retention settings or member edits/deletes, while remaining subject to normal visibility in the client.[99] as of
- Admin rights needed
Org Owners/Admins and members with the Export Admin system role can export; self-serve export tools must be requested from Slack Support; Discovery API is enabled by Primary Org Owner/Org Owners.[96] as of
- Export method
Exports by conversation type, member, or workspace; export of all conversations a single user is in; plus the Discovery API for approved third-party eDiscovery/archiving/DLP apps.[100] as of
- Export formats
Standard exports are JSON; single-user exports can be JSON or TXT (a TXT file per channel/DM); Discovery API returns files via direct download links.[95] as of
- Plan limits
Enterprise org exports cannot be imported into other Slack workspaces; Discovery API use is limited to eDiscovery, archiving and DLP.[96] as of
Will this tell me exactly what is still in our account?
Your account’s settings and an export establish what remains. The guidance above describes the vendor’s published rules for your plan. A deleted record, an archive, a backup and a record hidden from search can have different lifetimes.
Check your retention settings and the oldest records you can actually open or export. Put that observed history in the application; leave it Unknown until you have checked. Company age alone does not establish retained history.
What if I do not know the plan or retention settings?
Unknown is a useful starting point. Select the system and compare its plan guidance, then ask the person who manages it to check your subscription, retention rules and export permissions. You can apply with those details still unknown.
How do I check more than one system?
Use Add another system after recording each one. The tool carries up to six systems, their plans, the history you chose and your notes into the application. You can edit every answer there before sending it.
What should I do after checking the history?
Describe the systems and years you have in the common application, or use the sample tool to count a downloaded export. An inventory describes what exists; a sample lets a provider see a small part of it. Read what a data inventory covers if you have several archives to describe.
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