Sakuya journal · Oct 2, 2026 · 1 min read

How to inventory your company's data in an afternoon

A simple checklist to know what you hold before your first call.

You do not need a consultant to understand what records your company holds. An afternoon with the right people is usually enough for a first pass.

Step 1: list your systems

Write down every tool where work lives: file storage, design software, email, chat, helpdesk, CRM, accounting and project management.

Step 2: estimate volume and years

For each system, note roughly how many files or records it holds and how many years they span. Round numbers are fine.

Step 3: flag third‑party material

Mark anything that belongs to clients or partners, or that sits under a confidentiality agreement. That material may need to be excluded or cleared.

Step 4: note what is connected

Do tickets link to orders? Do documents link to projects? Connections increase value, so note where they exist.

Step 5: bring it to the call

With this list in hand, our intake takes minutes and your first lab meeting is far more productive.