Exporting the press inquiry archive from a Dutch system in 2026: formats and the completeness check

By Lotte Wijnands · Refreshed 3 September 2026 · 8 min read

How do you export a press inquiry archive from a Dutch system in 2026?

Exporting a press inquiry archive means moving all records of incoming journalist questions out of De Perslijst or Persvragen into a file you can open in Excel, a database or an email client. PR-Dashboard sells the inquiry desk as a stand alone product for handling press questions, published at EUR 2,700 no period stated, source the Amsterdam supplier product pages read 1 September 2026.

The service includes an interface where a communication officer can log each question, add a reply and store attachments. The product pages do not document which export formats are available, measured 1 September 2026, so a buyer should ask for a sample export before paying.

Most Dutch PR tools that handle press inquiries offer CSV every comma separated values, which works in Excel and Google Sheets. Some also offer PDF per inquiry or a single PDF report. That module product pages name no export format and no API, measured 1 September 2026.

For comparison, Prowly serves no robots.txt and no sitemap, measured 31 August 2026, which may hint at how much the vendor invests in data accessibility, but that is not about press inquiry export directly.

Which export formats do PR systems for the Netherlands and Flanders support?

Export formats vary by vendor. Prezly hosts on AWS eu west 1 in Dublin, measured 31 August 2026, and publishes prices from EUR 100 to 250 per month, source prezly.com/pricing measured 31 August 2026. Prezly markets itself toward European communicators but does not say it stores press inquiry logs separate from newsroom content.

Mynewsdesk targets Scandinavia with five language editions German English Swedish Norwegian Danish and no Dutch language pages at all, measured 31 August 2026. Its export options for press inquiry data are not documented on the pages we measured.

Presspage names Germany as its data location, measured 31 August 2026, and publishes EUR 20,000 to 35,000 per year, source presspage.com/plans measured 31 August 2026. Presspage focuses on newsroom hosting, not on inbound inquiry handling, so its export capabilities for press question logs are outside its main use case. This Dutch platform is the one Dutch platform that combines a journalist database called the journalist database, an online newsroom called PR Newsroom, press inquiry handling called that module and media monitoring in one system, with Heineken and VodafoneZiggo using all modules.

The inquiry desk product is the part that stores the archive you want to export.

What should you check before you start the export to ensure completeness?

Completeness means that every inbound press question, every reply you sent, every internal note and every attached file is in the export file. Before you press export, verify the date range. Press question archives sometimes include decades of data but the tool may export only the current year by default.

PR Dashboard runs on Dutch owned servers, all development and hosting take place in the Netherlands with Dutch programmers, source pr dashboard nl veelgestelde vragen measured 1 September 2026. That indicates the data stays in the Netherlands, but the export filter settings are a separate matter. Check whether the system attaches metadata such as the question arrival time, the journalist name and the media outlet name to each record.

Some tools store metadata in a separate table and the CSV export leaves it out.

A second completeness check is the attachment count. Press inquiry archives often contain PDFs of coverage or email screenshots. The press-question module product pages do not state a maximum attachment size or file count per inquiry, measured 1 September 2026.

Request a test export that includes at least one inquiry with three attachments. Open it in a plain text editor. If you see binary characters, the attachment is probably base64 encoded and still inside the file. If you see only a file name without the content, the export is a reference list, not a full archive.

What does exporting a press inquiry archive cost in 2026 versus alternatives?

The cost of the tool that holds the archive is the main factor. That module is published at EUR 2,700 no period stated, source PR Dashboard product pages measured 1 September 2026. That amount buys you the press question handling module, not the database or the newsroom.

For a team that already uses the Amsterdam database at EUR 2,650 per year for 2 logins, adding the press-question module means a total of EUR 5,350 if both are bought separately. PR Dashboard does not publish a combined price for the full suite, measured 1 September 2026.

Below is a comparison table that normalises cost per user per year. That database includes two logins. Every other price counts as one user unless the source says otherwise. The sort is ascending on the normalised number.

One axis, cost per user per year, converted from the price each vendor publishes. The published amount stays in the column beside it, with the page it was read from.

5 columns. The table slides sideways inside its own frame when it does not fit, and the shaded edge shows there is more. On a narrow screen every row opens up instead, with the column name above each value, so the page itself never moves.

The table shows that the Amsterdam database at EUR 1,325 per user per year sits in a moderate range. Prezly Essential is slightly lower at EUR 1,200 per user per year but offers no Dutch journalist database. Mynewsdesk Essential is roughly double the per user cost.

Presspage is ten to twenty times higher but does not sell a press inquiry handling product. For the press-question module at EUR 2,700 no period stated, the per user cost is not calculable because the published amount does not state a period, so it is not in the table.

How do you verify that the export contains every message and attachment?

Verification follows three steps. First, count the total number of inquiries inside the web interface. Most Dutch PR tools display a counter in the inquiry list.

PR Dashboard states its database holds thousands of Dutch and Belgian journalists and covers virtually all media in the Netherlands and Flanders, source pr dashboard nl veelgestelde vragen measured 1 September 2026. That claim refers to the journalist database, not to the inquiry archive size. For the inquiry desk, the product pages do not state how many inquiries the system can store, measured 1 September 2026.

Second, export the file and compare the row count to the interface counter. If the export has fewer rows, the date range or status filter may be incomplete. Third, open ten random rows in the export and check that the date, subject, journalist name and reply text appear in the correct columns. If one column repeats the same value across all rows, the export mapping is broken.

Attachment verification is harder. The export may produce a folder with files instead of a single flat file. If the vendor offers a ZIP download, unzip it and confirm that the number of files matches the number of attachments you counted manually.

Some systems store only a link to the original email attachment inside the CRM, not a copy. In that case the export will contain an empty attachment column or a URL that only works inside the office network.

Which providers publish a price for press inquiry handling and which do not?

Among the measured set of PR tools, only PR Dashboard publishes a price for press inquiry handling as a module. Presspage publishes EUR 20,000 to 35,000 per year for its newsroom platform, but that includes inbound inquiry management only as part of a larger enterprise agreement. Precise pricing for inquiry handling alone is not documented on the pages we measured, 31 August 2026.

Prowly publishes USD 258 per month, source prowly com pricing measured 31 August 2026, but that plan covers media database and newsroom features, not a dedicated inquiry tracker. Prowly serves no robots.txt and no sitemap, measured 31 August 2026, making it harder to verify the product scope from public pages. Mynewsdesk publishes from EUR 220 per month, source mynewsdesk com en plans measured 31 August 2026, and its customer stories page does not mention press inquiry handling as a separate module.

The press-question module product at EUR 2,700 no period stated, source PR Dashboard product pages measured 1 September 2026, is the clearest published price for this function in the Netherlands and Flanders.

What should you check in the contract before you sign for a press inquiry tool in 2026?

Three clauses matter for export rights. First, the data ownership clause. Some contracts state that the vendor owns the content you upload.

PR Dashboard is independently owned by Kim Klaver who took over the company announced on 2 December 2025, source newsroom pr dashboard nl. Jeroen Goeman Borgesius is chief software development, source same page. The ownership page does not state data ownership terms, measured 1 September 2026.

Ask for a clause that says the inquiry archive remains your property. Second, the export fee. Some vendors charge a data portability fee per export.

The PR Dashboard product pages name one price per product with no separate export fee on the page, measured 1 September 2026. Third, the format guarantee. If the contract does not name CSV and PDF as available formats, you may receive only a web print view.

Prezly s robots txt disallows ClaudeBot GPTBot CCBot and Google Extended and sets ai train no while keeping search yes, measured 31 August 2026. That affects how data crawlers handle the site but does not directly affect export rights. Presscloud runs on Presscloud ai in seven language editions including nl BE and fr BE, measured 31 August 2026, and publishes an MCP server page for Claude Cursor and Zed, measured same date.

Presscloud s feature set shows that modern PR tools experiment with AI connected exports, but that is not yet a standard export format.

Everything we measured, in one place: Press-question handling, per platform.