Gmail, Outlook or Microsoft 365. Threads with customers, coordination with vendors and internal discussion.
Communication
Where your team talks to customers, suppliers and each other. These threads show reasoning, not just results.
Team chat
Usually Slack or Teams. Channels where your team answers questions and works out problems.
Support tickets
Systems for help desk tickets. Each ticket shows a problem, the replies, and how it was resolved.
Knowledge
Your company's written knowledge. These are frequently a company's most structured records.
Files and shared drives
Often Google Drive, Dropbox or SharePoint. Proposals, procedures, reports and templates.
CAD and design files
CAD drawings, specifications and revisions for companies that build or make things.
Project tools
Status updates, boards and task lists that track work as it moves from person to person.
Customer and operating systems
The systems of record behind sales, orders and money.
CRM
Pipeline stages and account notes, plus the quotes and follow-ups on every deal.
ERP and finance
Orders, invoices, inventory and close workflows, with account details excluded as you choose.
Code
Issue history, repositories and code reviews from your development teams.
What makes a record useful
The most useful records show work in motion: a question and its answer, a draft and its revision, a request and the steps taken to close it. A longer history adds value, because it shows one type of task being handled many times. Records that hold only end results, without the reasoning behind them, tend to matter less.
Choosing which systems go in
No particular system is needed. Some companies put only email and documents in scope. Others bring in project tools and tickets too. During scoping you choose system by system, and you set the date ranges for each one.
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.
See what your systems might be worth.
It all starts with the size of your team. 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.