Usually Microsoft 365, Outlook or Gmail. Threads with customers, coordination with vendors and internal discussion.
Communication
Where customers, suppliers and your own staff talk things through. These threads show reasoning, not just results.
Team chat
Tools like Slack or Teams. Where questions are answered and problems are solved, thread by thread.
Support tickets
Your help desk software. Each ticket shows a problem, the replies, and how it was resolved.
Knowledge
The written know-how of the business. Usually the most orderly records in the company.
Documents and drives
Usually Dropbox, SharePoint or Google Drive. Procedures, proposals, templates and reports.
CAD and design files
Revisions, specifications and CAD files from businesses that make or build products.
Project tools
Task lists, boards and status updates showing how work passes between people.
Sales, orders and operations
The systems of record behind sales, orders and money.
CRM
Account notes, pipeline stages, quotes and the follow-ups behind each deal.
Accounting and ERP
Orders and invoices, inventory and close routines, excluding account details as you decide.
Code
Repositories, code reviews and issue history for teams that build software.
What makes a record valuable
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. Records that hold only end results, without the reasoning behind them, tend to matter less.
How systems are chosen
No one system is a requirement. Some companies scope in email and documents only. Some go further and include tickets and project boards. 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 run a mix of tools collected over the years. An older system that still holds years of history is worth mentioning alongside the ones your team uses today.
See what your systems might be worth.
The estimate starts with your team size. It is free and creates no obligation.
How many employees does your company have?
Indicative estimate based on your answers. Not an offer or guarantee.