Records, grouped by what they show
You choose which of these go forward. You can exclude any one of them.
Conversations
Incoming requests, quoting, supplier coordination and internal email. Email captures negotiation and follow through.
Chat
Quick messages where people request help, flag issues and settle next steps.
Working knowledge
Shared drives and documents
Procedures, checklists, proposals and templates. This is how a company writes down the way it works.
Code repositories
Commits, pull requests and review comments that show how your software was built and changed.
Customers
CRM
Account notes and pipeline history from first contact through renewal.
Help desk tickets
Each case captured one at a time: the issue, what was tried and how it was fixed.
Operations
Project tools
Tasks, owners, blockers and completions that trace how projects actually move.
ERP and finance
Purchasing, ordering and approval workflows. Account numbers and other sensitive values are left out.
How to tell your records may fit
The most useful records are rarely neat. They capture people asking, answering, fixing and making decisions. A long, steady history in one or two systems often matters more than a little bit of everything.
If your company switched tools at some point, that is normal. Mention it during the call, and scope can cover the old tool as well as the new one.
What does not need to happen first
You do not have to tidy, export or organize anything before asking for an estimate. The form asks just four questions. None of your systems are touched at that point.
How far back should records go?
The estimate asks how long you have been in business because history matters. Years in business affect your range: under 3 years lowers it, and longer histories raise it slightly. Your business type does not change the number.
Fast answers
Could we include only one team?
Yes. Scope can be a single department, one system or one period of time.
What if a system was retired years ago?
Raise it during the call. Older records can still be in scope if your company still has them.
What about paper files?
The focus is records kept in business software.
Who qualifies
Three things to check first
These are the first things buyers look for.
- Your company employs 20 or more people.
- You have been in business for at least 3 years.
- Your records live in business software such as Google Workspace, Microsoft 365, Slack, a CRM, an ERP or project tools.