How to find and preserve your Procore records

Find every project in your Procore account, including old and inactive jobs. Then save your documents, drawings and reports to storage you own before your contract ends.

Who can do this: A Company Admin. You need Admin on the Company level Directory tool to see every project. Project Archive needs Read Only or higher on each tool. Procore Extracts needs Admin on each tool.
Last verified: October 21, 2026 against Procore’s official documentation

Step 01

Where your Procore records live

Procore keeps data at two levels. Company-level tools cover the whole account. Project-level tools hold the records for one job, and every project has its own copy.

Company-level tools handle work that is not tied to one job. Examples are the Company Directory, the Company Admin tool and 360 Reporting.
Project-level tools hold the records for a single job. Examples are Documents, Drawings and Project Archive.
Company permissions and project permissions are set separately. The levels are None, Read Only, Standard and Admin. Admin gives full access to a tool.
Inactive projects are hidden by default, but their data is not deleted. People in the project directory can still open them.
Conversations data is stored apart from your projects. A Company Admin can request a copy at Company Admin → Company Settings → Conversations → Data Export → Request Export.

Step 02

How to measure what you have

Start with a full list of projects, old ones included. Then use a company report to see how much is stored across all of them.

Go to the company Portfolio or Procore Home tool.
Use the filters to include inactive projects. In the older Portfolio view, choose Add Filter → Status → Inactive.
In the Projects List card, click the ellipsis (…) → Export → CSV. Save the file.
Check your role. You only see projects you were added to, unless you have Admin on the Company level Directory tool.
Open 360 Reporting at the company level → Create Report → 360 Report → pick a data set → Continue. Add the columns you want to count.
Click Export on the report and choose CSV or Excel. Count the rows to see how many items each tool holds.

Step 03

How far back your records go

Your oldest projects show how long your company has kept records. Buyers care about years of history, so find the start date of your earliest job.

Open the project list CSV you exported. Make sure inactive projects are in it.
Sort the list by the date columns it includes. The top rows are your oldest projects.
In a Company 360 report, data from both active and inactive projects is included by default.
Add the Projects → Is Active column to the report. This shows which rows come from closed or inactive jobs.
Write down the earliest project date, the latest date, and the total number of projects.

Step 04

How to save a copy

Procore gives you a few ways to export. Use Project Archive for whole projects, and the Documents and Drawings tools for files. Save everything to a drive your company owns.

In a project, open Project Archive → Create. Give the archive a name, check Include Table of Contents, and pick tools under Select Tools → Create.
Set up each tool tab, select the items to keep, and click Archive. Procore emails you when it is done.
Go back to Project Archive and click the download icon next to the archive. It downloads as one .zip file. Most items are PDFs, but documents and photos keep their original file type.
For large jobs on a Windows computer, you can use the Procore Extracts app. Log in, pick the company and project, select tools, keep Include Attachments checked, and click Extract.
To save files directly, open Documents, select items in the same folder, then right-click → Download. They arrive as a .zip file.
To save plans, open Drawings in List view, check the box at the top of the table, and click Download. Choose separate PDF files or one PDF, with or without markup.
For company reports, open the report in 360 Reporting → Export → CSV, Excel or PDF.

Step 05

Limits and deadlines to know

Some export tools have time limits or skip certain projects. Plan your export well before your Procore contract ends.

A Project Archive can be downloaded for 30 days only. Download it as soon as you get the email.
Archives are private to the person who made them. Users with Admin on the Project level Directory tool can see archives made by others.
Project Archive works on both active and inactive projects. Procore Extracts only works on active projects.
To make an inactive project active again, go to the project Admin tool → General → turn the Active toggle on → Update. This needs Admin on the project Admin tool.
The Documents tool lets you download up to 5,000 files at a time. For more, Procore points you to the Procore Drive app for Windows.
Procore's standard subscription agreement (Section 10.5) says Procore will make your data available for 30 days after your final term ends, if you ask. After that, Procore may delete it. Your signed contract may say something different.
Procore Analytics 1.0, including Procore Data Extract, is retired. Standard access ended on June 30, 2026, so do not count on it for a backup.

Export before your contract ends. Do not count on the 30-day window after it ends. Keep at least two copies on storage your company controls.

Official sources

Vendors change menus and plan limits often. Check the official pages above before you delete anything. This guide is general information, not legal advice.

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