Outlook, Gmail or Microsoft 365. Vendor coordination, customer conversations and back and forth inside the team.
Communication
The places your team trades messages with suppliers, customers and colleagues. These threads capture the reasoning, not only the outcome.
Team chat
Slack or Teams. Channels and threads where questions get answered and problems get solved.
Support tickets
Ticketing and help desk tools. In each ticket you see the problem, the responses and how it ended.
Knowledge
Your company's written knowledge. Often the most structured records a company has.
Files and shared drives
Often Google Drive, Dropbox or SharePoint. Proposals, procedures, reports and templates.
Drawings and design files
Revisions, specifications and CAD files from businesses that make or build products.
Project tools
Boards and task lists, plus the status updates that show work changing hands.
Customers and operations
Where sales, orders and money are formally recorded.
CRM
Pipeline stages and account notes, plus the quotes and follow-ups on every deal.
Accounting and ERP
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 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 systems are chosen
Nothing requires a given system. Some companies scope in email and documents only. Others also add tickets and project tools. During scoping you choose system by system, and you set the date ranges for each one.
Before anything is shared, sensitive data from any system may be kept out or de-identified. If you cannot tell whether a system qualifies, raise it with License Your Data on the call so it becomes part of the discussion.
A mix of tools built up over years is normal for most companies. Worth raising too: legacy tools with a long history, not just the ones in daily use today.
See what your systems might be worth.
It all starts with the size of your team. 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.