Documents and drives
Google Drive, SharePoint or Dropbox. Reports, proposals, templates and procedures.
Knowledge
Your company's written knowledge. These are frequently a company's most structured records.
CAD and design files
For businesses that build or manufacture, the CAD drawings, specs and revisions.
Project tools
Status updates, boards and task lists that track work as it moves from person to person.
Sales, orders and operations
The systems of record behind sales, orders and money.
CRM
Account notes, quotes, pipeline history and each deal's follow-ups.
Accounting and ERP
Inventory, invoices, orders and month-end close, with account details removed at your choice.
Code
From teams that write software, the repositories, reviews and issue history.
Communication
The places your team trades messages with suppliers, customers and colleagues. These threads show reasoning, not just results.
Usually Microsoft 365, Outlook or Gmail. Internal discussion, customer threads and the coordination with vendors.
Team chat
Tools like Slack or Teams. Where questions are answered and problems are solved, thread by thread.
Support tickets
Ticketing and help desk tools. A ticket captures the issue, each reply and the final resolution.
Which records are most useful
Useful records catch work underway: a question answered, a draft revised, a request followed through until it was done. Years of history help, since they show the company handling a similar task again and again. Finished outputs that carry none of the thinking behind them usually weigh less.
Choosing which systems go in
No single system is required. Some companies scope in email and documents only. Some go further and include tickets and project boards. During scoping you choose system by system, and you set the date ranges for each one.
Sensitive data in every system can be removed or de-identified ahead of any sharing. If you are not sure whether a system counts, mention it on the call with License Your Data and it will be part of the conversation.
A mix of tools built up over years is normal for most companies. If an old system still has years of records, mention it along with the tools your team relies on now.
Check the value of your systems.
The estimate starts with your team size. There is no cost and no obligation.
How many employees does your company have?
Indicative estimate based on your answers. Not an offer or guarantee.