The data-exit checklist every SaaS buyer needs
Test exports, retention, account closure and migration before the contract is hard to leave.
Test portability early
Ask for sample exports and confirm that key records, relationships, attachments and audit history are included. A CSV of names is not equivalent to a usable migration package.
Import the sample into a neutral tool or inspect it carefully. Document missing fields and proprietary formats while the vendor still has an incentive to resolve them.
Read the end-of-service terms
Identify how long data remains available after cancellation, when deletion occurs and whether retrieval requires a paid plan or professional services. Include backups and subprocessors in the questions.
Confirm who owns custom configurations and generated content. Contract language should match the operational process described by the vendor.
Make offboarding executable
Name the person who will approve the final export, verify completeness, revoke access and preserve required records. A checklist is more reliable than relying on whoever happens to be available during cancellation.
Schedule periodic exports for critical systems. Waiting until the final contract day makes rate limits, permissions and corrupted files much harder to fix.