One row per system
Record the system name, record categories, earliest and latest available dates, approximate volume, responsible owner and export options. Mark an estimate as an estimate. Keep a separate column for information you have actually verified.
Document boundaries
List exclusions such as client-restricted work, regulated records, privileged communications, credentials and licensed third-party material. Note which contracts still need review. An inventory should make uncertainty visible rather than hide it.
Capture relationships and gaps
Explain how records connect: order IDs link to tickets, projects to documents, or incidents to resolution notes. Record deleted periods, acquired datasets and migration gaps. These details help a reviewer understand the archive without seeing personal information.
Use the worksheet locally
Our preparation tool creates a downloadable company brief in your browser. It does not send records to a provider or promise an offer. Review the brief before sharing it through a provider’s official channel.