Insights
Systems and records
92 guides · page 2 of 2
MES and historian data: what production records to keep when replacing a system
MES replacement historical data: which production event records to keep in full, how to tier raw historian tags, and a size-aware rule for the archive.
Moving off Deltek Ajera: keeping project, time and billing history
A Deltek Ajera data export checklist for small A/E firms: the project, timesheet, invoice and payment history to pull before moving to Vantagepoint.
NetSuite saved search export limits for large history pulls
NetSuite saved search export limits stall multi-year history pulls. Compare saved search, SuiteAnalytics Connect, SuiteQL and scripts by volume and effort.
Old ACT! and legacy CRM databases: preserving decades of customer history
How to export an old ACT! or other legacy CRM database: find every file, protect the original, open a working copy and save the notes and history.
Old TFS and Azure DevOps Server: preserving work item history
TFS work item history export, explained: what a move to Azure DevOps keeps, what an archive keeps, and how to save TFVC changesets and revisions intact.
Opsgenie end of life: exporting incident and on-call history
Opsgenie end of life: what Atlassian's retirement means for your history, plus an export checklist for alerts, incidents, postmortems and on-call schedules.
Owner, admin or super admin: who can export all company data from a SaaS tool?
Who can export all data from a SaaS tool? A role-by-tool table for 15 common systems, with the plan limits and approvals to check before you need an export.
Owner, GC or architect: who owns the RFIs and submittals in Procore?
Who owns Procore project data is set by contracts, not by the account. See who wrote each RFI and submittal, who hosts it, and when you need permission.
Procore project archive: what you get when a project closes
Procore project archive guide for design firms: which RFIs, submittals, drawings, logs and photos to confirm in the download before a project goes inactive.
QMS migration: preserving NCR, CAPA and audit history
QMS migration historical records checklist: keep NCR to CAPA to supplier links, approval trails and audit evidence intact when replacing a quality system.
QuickBooks Online after you cancel: how long is read-only access?
QuickBooks Online read-only access after you cancel is limited. What you can still do, what to export before it ends, and why reports alone fall short.
Records retention schedule by system: CRM, helpdesk, email and ERP
A records retention schedule template by system: owner, retention trigger, deletion method and export location for every CRM, helpdesk, email and ERP record.
Retiring a legacy WMS: which history to keep
Legacy WMS data migration checklist: which orders, picks, receipts, adjustments, exceptions and labor records to keep, why, and what you can safely drop.
Retiring a self-managed GitLab server: keeping merge request history
Decommission self-managed GitLab without losing merge request discussions, diff versions and approvals: a checklist for backups, API pulls and shutdown.
Retiring an on-prem Dynamics CRM server: archive the history first
Dynamics CRM on-premise end of support is a deadline for your history too. Capture cases, notes, attachments, audit trails and tracked email before migrating.
SaaS offboarding checklist: what to export before canceling any tool
A SaaS cancellation checklist for COOs and CFOs: ten steps to export records, files, audit logs and settings, verify them, and only then cancel any tool.
Sage 100 and Sage 300 history: archiving before a cloud ERP move
Sage 100 data migration history: what a distributor should carry into a cloud ERP, what to archive in full from Sage 100 or Sage 300, and how to extract it.
Salesforce weekly export: what it includes and what it leaves out
Salesforce weekly export limitations explained: what the Data Export Service includes, what it leaves out, how often it runs and why it is not a backup.
SAP Business One data archive: what it removes and what to save first
The SAP Business One data archive permanently deletes closed transactions to shrink the database. See what goes, what stays and what to copy first.
SharePoint Server 2016 and 2019 end of support: what to do with old sites
SharePoint 2016 and 2019 end of support leaves old farms without security updates. Use this decision table to migrate, upgrade or archive old project sites.
Should you migrate old support tickets or archive them?
Migrate or archive old support tickets? A decision rule for helpdesk switches: what agents need daily, what goes to a full archive, and how to link the two.
Slack Connect channels: whose data is it when you export?
Slack Connect data ownership for counsel: which shared-channel messages you control, which belong to partners, and what to exclude before any outside use.
Slack's 2025 API terms: can you still export your own workspace?
Slack API terms now restrict bulk export through apps, not your admin export. See what owners can still export by plan, and what to check before licensing.
Standardizing systems across portfolio companies without losing history
Portfolio company system standardization without losing history: inventory, archive each company's records, standardize forward and keep ID maps.
Switching TMS: keeping load, rate and claims history
TMS migration historical data checklist: which loads, rates, accessorials and claims to carry into a new TMS, which to archive, and which keys to protect.
The only admin of a SaaS tool has left the company: what now?
Regain admin access to a SaaS tool after the only admin leaves: start with your identity provider, then vendor recovery with domain and billing proof.
Transition services agreements: keeping system access after a carve-out
TSA data access decides whether a carved-out business keeps its CRM, ERP and support history. A checklist for system scope, export format and exit dates.
What a git clone misses: pull request reviews, issues and discussions
Does git clone include pull requests? No. Reviews, issues and discussions live on the platform, not in git. See what a clone misses and how to export it.
What Asana exports leave out: comments, history and attachments
Asana export comments, activity history and attachments travel differently in CSV, JSON and API exports. See what each format drops before you archive.
What doesn't migrate from Jira or Confluence Data Center to Cloud
Jira Cloud migration gaps to plan for: app data, app-driven workflows, scripts, user details and Confluence macros, plus what to archive before cutover.
What happens to Google Workspace data if you stop paying?
Google Workspace subscription cancelled or unpaid? How a payment lapse moves from suspension to deletion, and how to export mail, Drive and chat first.
What happens to Google Workspace data when you delete a user?
Google Workspace delete user explained: Gmail and untransferred Drive files go with the account after a short restore window. Run this checklist first.
What happens to HubSpot data when you cancel?
What happens to HubSpot data when you cancel: the drop to free tools, which paid-feature data goes first, and an export-first checklist before any purge.
What happens to Microsoft 365 data when your subscription expires?
When a Microsoft 365 subscription expires, data passes through stages before deletion. See what admins and users can reach at each and what to export first.
What happens to NetSuite data when you leave?
NetSuite data after termination depends on your agreement. A contract checklist for export window, format and fees, plus a plan to export full history.
What happens to Procore data when your contract ends?
Procore data after the contract ends: the clauses to read before notice, what collaborators lose, and a project-by-project export plan for your archive.
What happens to your Salesforce data when the contract ends?
Salesforce data after contract termination: the return window, format, fees and deletion terms to find in your agreement, and what to export yourself.
What happens to your Zendesk data when you cancel?
Zendesk data after cancellation: what downgrading, cancelling and lapsing each do, what a full export must include, and what to ask Zendesk in writing.
Who controls company software accounts in an ABC, receivership or bankruptcy?
Software accounts in bankruptcy, ABCs and receiverships: who holds authority, who holds the passwords, and first-week steps to secure admin access.
Who owns code in a founder's personal GitHub account?
Company code in a personal GitHub account is not owned by the account. Learn what decides ownership, what to sign and how to transfer the repo safely.
Who owns your ServiceTitan data? What the contract says
ServiceTitan data ownership turns on more than one clause. Check ownership, aggregated data, export on termination, API access and fees before you renew.
Why attachments go missing from SaaS exports, and how to get them
How to export attachments from SaaS tools: why CSV exports drop files or keep only links, where files live by system type, and how to keep parent IDs.
Why HubSpot exports lose associations and engagement history
HubSpot export associations and activity history often drop out of standard CSV exports. See what goes missing and how to rebuild who did what, when.
Winding down: which software subscriptions to keep and for how long
Wind down company software subscriptions in the right order: which systems to keep paying for, which to export then cancel, and what retention rules decide.