Build a data inventory without sending files
Updated 4 October 2026
The short answer
One row per system is enough to start a useful buyer conversation.
Use the inventory worksheet
Before asking what your data is worth, write down what you actually have. Start with counts and descriptions. You do not need to send anyone a file to complete this step.
Copy this row into a spreadsheet, then repeat it for each system:
System | Record type | Earliest retained date | Latest retained date | Approximate count + unit | Available export | Rights owner | Exclusions | Who can confirm this
Keep the units separate. Files, messages, tickets, rows and gigabytes describe different things. Mark an unverified count as estimated, and a missing answer as unknown.
For workflow records, add one sentence explaining what can be connected. For example: a support ticket links to its conversation and recorded resolution. For code, note whether commits, issues and pull requests are retained together. For media or text, note format, metadata and the source of the rights.
Then choose the smallest coherent collection you could describe to a buyer. Leave restricted material outside that first scope. This is an inventory decision, not permission to transfer anything.
Your useful output is a short scope, a count with a unit and a named person who can check it. That is more useful than a folder size alone.
Sources and limitations
Programme descriptions can change. The signed agreement controls the price, licensed scope and payment conditions. These worksheets help prepare questions and do not certify rights or promise a deal.
- DataQuote estimate method, checked 3 October 2026
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Use confirmed facts and keep restricted records outside your proposed scope.
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