Documents and drives
Usually Dropbox, SharePoint or Google Drive. Reports, proposals, templates and procedures.
Knowledge
Your company's written knowledge. Often the most structured records a company has.
Design files and drawings
CAD drawings, specifications and revisions for companies that build or make things.
Project tools
Task lists, boards and status updates showing how work passes between people.
Operations and customers
The record systems behind your sales, orders and finances.
CRM
Account notes, pipeline stages, quotes and the follow-ups behind each deal.
Finance and ERP
Invoices, orders, inventory and closing workflows, with account details left out as you prefer.
Code
Repositories, code reviews and issue history for teams that build software.
Communication
The places your team trades messages with suppliers, customers and colleagues. In these threads you see the reasoning as well as the outcome.
Usually Microsoft 365, Outlook or Gmail. Threads with customers, coordination with vendors and internal discussion.
Team chat
Tools like Slack or Teams. Threads and channels where problems get fixed and questions get answered.
Support tickets
Systems for help desk tickets. Every ticket records a problem, each reply and how it got resolved.
Which records are most useful
The best records show work as it happens: a question and its reply, a draft and its edit, a request and how it was closed. Years of history help, since they show the company handling a similar task again and again. Final outputs alone, with no reasoning around them, usually count for less.
How system choice works
Nothing requires a given system. Some companies scope in email and documents only. Others bring in project tools and tickets too. While scoping you pick one system at a time and set the date range for each.
In any system, sensitive data can be left out or de-identified before sharing. Mention any system you are unsure about when License Your Data calls, and it will be included in the conversation.
Most companies have gathered a mix of tools across the years. An older system that still holds years of history is worth mentioning alongside the ones your team uses today.
Find out what your software might fetch.
Your team size is where the estimate begins. It costs nothing and commits you to nothing.
How many employees does your company have?
Indicative estimate based on your answers. Not an offer or guarantee.