Nextiva Voicemail & Recording Backup Guide
Before canceling or porting, back up your communications data to avoid loss.
Export Options
Export Voicemails
Navigation Path
Voice Portal → Messages → Voicemail → Download (.wav)
Export Features
- • Individual voicemail downloads
- • Bulk export options available
- • High-quality WAV format
- • Includes caller information
- • Date and time stamps preserved
Export Recordings
Navigation Path
Analytics → Call Recording → Export
Export Formats
- • Choose CSV or ZIP for bulk downloads
- • Individual recording downloads
- • Call metadata included
- • Date range filtering available
- • Extension-specific exports
Step-by-Step Backup Process
Plan Your Backup Strategy
Determine what data you need to preserve and organize your approach
- • Identify critical voicemails and recordings
- • Determine date ranges for export
- • Choose appropriate file formats
- • Plan storage location and organization
Export Voicemails First
Start with voicemail backup as these are typically most critical
- • Access Voice Portal → Messages → Voicemail
- • Select individual voicemails or use bulk export
- • Download in WAV format for best quality
- • Organize files by date or caller
Export Call Recordings
Download recorded calls and associated metadata
- • Navigate to Analytics → Call Recording
- • Filter by date range, extension, or caller
- • Export in ZIP format for bulk downloads
- • Include CSV file for call metadata
Verify and Organize
Confirm all important data was exported and organize for future access
- • Test a few downloaded files to ensure quality
- • Create organized folder structure
- • Document file naming conventions
- • Create backup copies in multiple locations
⏰ Data Retention Policy
Voicemails
Stored for 90 days
Automatically deleted after retention period unless exported
Call Recordings
Stored for 6 months
Extended storage available with some plans
Nextiva keeps data for 30 days after account closure unless legally archived.
Automated Backup Solutions
☁️ Cloud Integration
Set up automatic backups to cloud storage services
- • Google Drive integration
- • Dropbox connector
- • Microsoft OneDrive sync
- • Box.com integration
- • Custom API solutions
🔄 Scheduled Exports
Configure regular automated exports
- • Daily voicemail exports
- • Weekly recording backups
- • Monthly comprehensive exports
- • Email notifications for completed exports
- • Automatic file organization
💡 Backup Best Practices
- • Start early: Don't wait until the last minute to begin exports
- • Test downloads: Verify file integrity and playback quality
- • Multiple copies: Store backups in at least two different locations
- • Document everything: Keep records of what was exported and when
- • Regular maintenance: Set up ongoing backup routines for active accounts
- • Legal compliance: Ensure backups meet your industry's retention requirements
File Management & Organization
📁 Recommended Folder Structure
🏷️ File Naming Conventions
- • Voicemails: VM_YYYY-MM-DD_HH-MM_CallerNumber.wav
- • Recordings: REC_YYYY-MM-DD_HH-MM_Extension_Duration.wav
- • Call Logs: CallLog_YYYY-MM-DD_to_YYYY-MM-DD.csv
- • Bulk Exports: NextivaExport_YYYY-MM-DD_Type.zip
Frequently Asked Questions
Can I auto-backup to Drive or Dropbox?
Yes – via Nextiva App Center integrations.
Do recordings transfer with ports?
No – export them first.
What file formats are available for export?
Voicemails export as WAV files, call recordings as WAV or MP3, and call logs as CSV. Bulk exports are typically provided in ZIP format with metadata.
Can I export data from deleted extensions?
Data from recently deleted extensions may still be available for a limited time. Contact Nextiva support immediately if you need to recover data from deleted extensions.
Is there a limit to how much data I can export?
Nextiva typically doesn't limit export volumes, but large exports may take longer to process. For extensive data sets, consider breaking exports into smaller date ranges.
Ready to Backup Your Data?
Access your Nextiva admin portal to start exporting your important communications data.