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Documents

Part of Document management software compared

Checking export options before choosing a document system

Check document export beyond file downloads: paths, metadata, versions, approvals and access before signing a contract.

Desk Vendor Comparison · · 4 min read

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Check export by retrieving sample files and the information needed to use them elsewhere. A Download button proves only that a file can leave. It does not show whether folder paths, metadata, required versions, approval decisions or permissions leave in usable form.

Export check workflow

  1. Write an exit inventoryDefine what a future move must preserve, marking each element essential, useful or unnecessary.
  2. Check the documented routesTest the vendor's own instructions for your account type against your sample collection.
  3. Reconcile a sampleCompare source files, downloaded files and inventory rows, and record gaps or manual reconstruction.
  4. Put exit requirements in the agreementEstablish who can run a full export, whether it can be repeated, how failures are reported and what access remains after the contract ends.

Write an exit inventory

Use a small fictional collection with folders, two document types, a custom metadata field, a revised file and an approved document. Decide what a future move must preserve. Mark each element essential, useful or unnecessary so the sample reflects your recordkeeping needs.

ElementEvidence to request
Current filesFiles that open and match the source copies.
StructureFolder paths or an inventory from which to rebuild them.
MetadataField names and values that can be matched to each file.
VersionsRequired earlier files, identified by version.
Review recordA supported way to retrieve decisions you must retain.
AccessA permissions record or an agreed reconstruction plan.

Compare the output with the source record item by item.

Exit inventory elements and evidence to request

  • Current filesFiles that open and match the source copies.
  • StructureFolder paths or an inventory from which to rebuild them.
  • MetadataField names and values that can be matched to each file.
  • VersionsRequired earlier files, identified by version.
  • Review recordA supported way to retrieve decisions you must retain.
  • AccessA permissions record or an agreed reconstruction plan.

Check the documented routes

Check the documented route that your account type can use, not the one shown in a sales demonstration. The route decides what can leave, so test the vendor's own instructions against your sample collection.

Microsoft 365 content can be exported from eDiscovery using direct export. To ensure full advanced indexing runs on all partially indexed items in scope without sampling, add the sample items to a review set and export with advanced indexing. Advanced indexing is available with premium eDiscovery feature support.

Box supports individual downloads and packages multiple selected items as a single ZIP file. Its Folders and Files report is a CSV export of your content, with item sizes and metadata. The Metadata column and the Governance columns for Data Retention Policy, Retention Start Date, Disposition Date, Disposition Action and Legal Hold Policy cannot be selected in the same report.

Some collaborator roles cannot download files: a Previewer, Uploader or Previewer-Uploader on a folder has no download option for it. A folder downloaded in a browser arrives as a zipped file and is capped at 100,000 files per folder, while bulk download is limited to 150GB. Request the file archive and the reports separately, then reconcile them.

Version history limits in SharePoint and OneDrive can be set at organisation, site, library or OneDrive user account level. Site admins can break inheritance for a site or library and can trim existing versions.

Documented export limits to verify

  • Box folder download cap (browser, zipped)100,000 files per folder
  • Box bulk download limit150GB
  • SharePoint and OneDrive version history limits can be set atOrganisation, site, library or OneDrive user account level

Reconcile a sample

Use roles that would be available during an actual exit. Count source files, downloaded files and inventory rows. Open the revised file, match metadata to the correct item and check whether the approved content can still be identified. Record missing fields and any manual reconstruction required.

Before signing, establish who can run a full export, whether it can be repeated, how failures are reported and what access remains when the contract ends. Put material exit requirements in the proposed agreement or implementation plan.

Sample reconciliation checks

  • Count and compareCount source files, downloaded files and inventory rows.
  • Open the revised fileConfirm it opens and matches the expected revision.
  • Match metadataMatch metadata to the correct item and record missing fields.
  • Check approved contentCheck whether the approved content can still be identified.
  • Record manual reconstructionNote any manual reconstruction required.
  • Confirm export ownership and repeatabilityEstablish who can run a full export, whether it can be repeated, how failures are reported and what access remains after the contract ends.

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