Signs your records are a good fit
Useful records are seldom polished. They show people at work: asking, answering, correcting and deciding. 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. Bring it up on the call and the scope can include both the old system and the new one.
What you do not need to do first
There is no need to clean up, export or sort anything before you request an estimate. The form only asks four questions. Nothing in your systems is touched at that stage.
How far back should records go?
History matters, which is why the estimate asks how long you have been operating. Years in business moves your range: under 3 years lowers it, and longer histories raise it a little. Your type of business does not affect the number.
Short answers
Could we include only one team?
Yes. It can be limited to one department, one system or one stretch of time.
What if a system was retired years ago?
Raise it during the call. If your company still holds older records, they can still be part of scope.
Do paper records count?
This is about records stored in business software.
What each kind of record shows
Which of these go ahead is your choice. Any of them can be left out.
Conversations
Incoming requests, quoting, supplier coordination and internal email. Email shows how deals are negotiated and seen through.
Chat
Quick messages where people request help, flag issues and settle next steps.
Know how
Shared drives and documents
Checklists, procedures, templates and proposals. This is where a business writes down how it works.
Your code repositories
Commits, pull requests and review comments that show how your software was written and changed.
Customers
CRM
Account notes and pipeline history, from first contact to renewal.
Support tickets
A problem, the steps taken and the resolution, captured one case at a time.
Operations
Task boards
Who owned what, what blocked it and when it was finished, tracing how projects progress.
Finance and ERP
Purchasing, ordering and approval workflows. Account numbers and other sensitive values stay out.
Typical fit
Start with three checks
These are the basics buyers look for before anything else.
- You have at least 20 employees.
- Your business has been running for 3 years or more.
- Your records are kept in business software like Google Workspace, Microsoft 365, Slack, a CRM, an ERP or project tools.