Can our SharePoint or Google Drive files be licensed to AI companies, and how do we get them out?
Often yes, if the company owns the documents and screens out HR, legal and customer files first. For SharePoint and OneDrive, Microsoft Purview eDiscovery exports documents in their original formats; for Google Drive, a super admin can use Google's Data Export tool or Vault. Some buyers instead connect with read-only access.
What is in shared drives, and why do buyers want it?
Shared drives hold a company's finished work: proposals, procedures, reports, spreadsheets, training decks, and contracts, often with many versions. They show how a business documents, plans, and explains itself.
AI companies value real business documents because they are long, structured, and written for a purpose. Templates and procedures that were used and revised over years are typical examples.
Usually in scope
- Work conversations about operations
- Tickets, tasks and project histories
- Process documents and SOPs
- Orders, invoices and workflow records, de-identified
- Code repositories you own outright
Commonly left out
- HR, payroll and personnel files
- Board, legal and M&A material
- Direct messages and private channels
- Data you hold for customers under contract
- Health, financial-account or other regulated personal data
How do SharePoint and OneDrive exports work?
As of October 2026, Microsoft says Purview eDiscovery exports SharePoint and OneDrive content as native Office documents and other files. You can choose how many document versions to include, from the latest only to all versions.
- The exporting user needs eDiscovery Export and Preview roles and a Microsoft 365 E3 or E5 license; Microsoft says SharePoint content also needs a SharePoint E3 license on that account.
- Files blocked by data loss prevention rules, and sites locked with no access, are skipped.
- Export packages are deleted after 14 days, and exports running over seven days are cancelled.
How do Google Drive exports work?
Google says super administrators can export Drive data, including shared drives, with the Data Export tool. Shared drive content comes only with a full organization export, as one batch that cannot be filtered by date; an export limited to certain users leaves shared drives out. Google Vault can also export Drive files that match a search, for users with Vault export privileges.
Is a connector simpler?
Some buyer programs connect to file storage directly instead of taking an export. Connectors can often be limited to specific SharePoint sites, folders or shared drives, which is usually the cleanest way to keep personal OneDrive and My Drive folders out. Ask where copies are stored and how they are deleted when access ends.
What should stay out?
- HR files, personnel records, and salary sheets.
- Legal folders, signed contracts, and anything under NDA (nondisclosure agreement).
- Customer files such as account lists, IDs, and order histories.
- Personal OneDrive or My Drive folders of individual employees.
- Purchased reports, stock images, and other material the company only licensed.
What rights questions apply?
The vendors' terms generally let you export your own files. But many documents belong partly to others: client deliverables, vendor contracts, and third-party reports. Privacy laws may protect personal details inside them. Read our guide on who owns the data, and talk to your lawyer.
Where should you start with shared drive data?
Map your top-level sites, shared drives and folders, and mark which hold client deliverables, HR files or purchased material. Decide whether you want only the latest version of each document or its revision history, since Microsoft lets you choose. Personal OneDrive and My Drive folders are best left out from the start.
Common questions
Can we export only some SharePoint sites?
Yes. Purview searches can target specific sites, and exports include only matching content.
Do we get older versions of documents?
Microsoft lets you choose the latest, recent 10, recent 100, or all versions.
Can Google shared drives be filtered by date?
No. Google says shared drive data cannot be filtered by time range and is exported as a complete batch, and only in a full organization export.
Should employees' personal folders be included?
Most companies exclude them. They often hold personal files and drafts that were never meant to be shared.
Sources
- Export search results in eDiscovery | Microsoft Learn, accessed 2026-10-15
- Assign permissions in eDiscovery | Microsoft Learn, accessed 2026-10-15
- Export all your organization's data | Google Workspace Admin Help, accessed 2026-10-15
- Choose the Workspace data you want to export | Google Workspace Admin Help, accessed 2026-10-15
- Export data from Vault | Google Vault Help, accessed 2026-10-15
General information, not legal, tax or financial advice.