What you'll achieve
Your support data policy is explicit, exports remain controlled and administrators can explain what changed.
Set the retention policy first
- Normal support workflows include 12-month searchable history and 90-day spam cleanup.
- Use the retention add-on when you need longer retention, archive maintenance or monthly snapshots.
- A legal hold or a retention deletion change is high risk: request and approve the change before applying it.
Create an authorized export
Open Admin > Data > Exports and select Create export.
Choose only the required conversations or customer profiles and the CSV or JSON format your recipient needs.
Use the private authorized download for files and transfer it only through an approved channel.
Use scheduled snapshots only when Enterprise Controls are enabled and the retention policy allows them.
Verify the audit history
Open Admin > Data > Audit log after a mailbox operation, access-policy change, AI decision or export. The record identifies the actor and scope so you can review the action without using the export itself as an audit trail.