Map the data lifecycle
Messages, files, logs, and backups may be treated differently. Ask the provider and your administrator what is retained, which policy applies, and whether deletion is immediate or subject to a defined process. Do not assume that removing a message erases every copy.
Check access and export
Confirm who can request an export, what it contains, its format, and any plan or permission restrictions. Exports may contain sensitive information. Store and transfer them under your organization’s data-handling rules.
Prepare for a change or exit
Before a migration or cancellation, identify the records that must be preserved and test the documented export process if possible. Legal holds, contracts, and local requirements may affect deletion. Ask the responsible records or legal team for organization-specific guidance.
Plan a controlled export
Before an export, confirm who is authorized, which data types are included, the time period, and any applicable legal hold. Test a small export where possible and verify that it can be read by the receiving system. Encrypt and transfer the export using the organization’s approved method, restrict access, and apply the correct retention schedule. Document what is excluded; an export is not automatically a complete backup.
Choose the next step
| Situation | What to check |
|---|---|
| A workspace is being closed | Confirm export, retention, legal hold, and termination terms. |
| A message is deleted | Check how policy treats backups and retained records. |
| An export contains personal data | Apply the organization’s access, transfer, and retention controls. |
A practical checklist
- List the data types and applicable policies.
- Confirm retention and deletion behavior.
- Check export permissions, format, and security.
- Plan for legal holds and service termination.