Seller guide
How to prepare for a data appraisal
Prepare a short inventory of your records, their history, approximate volume and known restrictions. Keep original files in your existing systems until you have agreed on a specific review process. The first conversation can start without a data upload.
By Navaday · Business data licensing
Write a one-page inventory
A concise description helps establish whether there is enough context for a useful assessment.
- Business: industry, operating period and your role.
- Systems: where records live and which export formats are available.
- Coverage: record types, approximate counts and dates.
- Relationships: how orders, messages, documents or outcomes connect.
- Limitations: missing periods, inconsistent fields or inaccessible archives.
Identify the people who can answer questions
Include the person who understands the workflow and the person who can approve access. They may be different people.
- Who can explain the fields and common exceptions?
- Who administers the source systems?
- Who reviews contracts and confidentiality restrictions?
- Who can approve the exact material and proposed use?
Agree on any sample before exporting
If a sample is needed, establish its purpose, fields, recipient and handling first. Avoid sending an entire archive simply because it is easy to export.
- Confirm the sample scope and delivery method.
- Review sensitive information and third-party material.
- Keep a record of the version and fields shared.
- Preserve originals so preparation decisions remain traceable.
Questions to bring to the appraisal
Use the conversation to decide whether further work is justified.
- What potential uses fit these records?
- What context or documentation is missing?
- What preparation and rights review would be needed?
- What happens next, and who approves each step?
Common questions
Which file formats should I prepare?
Describe the exports your systems already support, such as spreadsheets, documents or structured records. Agree on the format before converting a large collection.
Should I email a customer database?
No raw customer database is needed for the first conversation. Begin with an inventory and agree on any later sample and its handling.
What if I do not know the exact record count?
An approximate count is enough to begin. Say how it was estimated and note any archives or periods that are not included.
Start with a description of your records.
Tell us your record types, systems and years of history. No raw data upload is needed for the first conversation.
Request an appraisal