Free tool
Company records inventory template
This template is one row per system: the tool's name, how many people use it, whether you still have administrator access, the year its records start, peak headcount, who has rights to the data, and what client or parent-company data has to be cleared. It is the same ground the Vetrix form covers, in a file you can fill in before you cancel anything.
Download the template
Both files use the same columns as the table below, including one example row you must delete.
The CSV is UTF-8 and begins with a byte-order mark so Excel opens the text as Unicode. The Excel file has a Read me sheet and a Systems sheet. Vetrix's name appears only on the Read me sheet. The file has no logo and no watermark. Downloading either file does not upload anything. Delete the example row before you type your own systems.
What each column means
Every column is a question the Vetrix form already asks, or a note you need before you cancel that system.
| Column | CSV header | Filled in from | Allowed values | What to write |
|---|---|---|---|---|
| System name | system_name | Form Q11 | Free text | The product name your team uses, such as the chat or finance tool, not a staff member's name. |
| Category | category | Form Q11 categories | Email and collaboration, Chat, Documents and storage, Project or workflow, CRM and sales, Finance and accounting, HR, Support or ticketing, Anything else | One of the nine groups the Vetrix form uses for tools. |
| People using it | people_using_it | Form Q11 | Free text | About how many people use this system, the same count the form asks for beside each tool. |
| Administrator access | admin_access | Form Q12 | yes-all, some, no | Whether you still have an administrator on this system: all of them, some, or none. |
| Year records start | records_start_year | Form Q18 | Free text | The year this system's records start, not the year the company was founded unless they are the same. |
| Peak headcount | peak_headcount | Form Q08 | Free text | Staff at the company's peak, repeated on every row. Contractors are included if the form's peak figure includes them. |
| Year of peak headcount | peak_year | Form Q08 | Free text | The calendar year that peak happened. |
| Right to license the data | data_rights | Form Q13 | yes, partly, unsure | Whether the company owns these records and can license them: yes, partly, or not sure. |
| Client or parent data to clear | client_or_parent_data_to_clear | Form Q13 hint | Free text | Which area belongs to a client or a former parent and has to be cleared before any license. No customer names. |
| Approximate data size | approx_data_size | Form Q14, per system | Under 50 GB, 50 to 500 GB, 500 GB to 1 TB, 1 to 5 TB, Over 5 TB, Not sure | A rough size for this system, using the same bands as the form. |
| Export status | export_status | Wind-down export step | not-started, exported, export-not-offered, not-applicable | Whether you have already exported this system, have not started, or the vendor does not offer an export. |
| Keep after you close | must_retain_after_close | Wind-down retention | yes, no, unsure | Your own mark for whether you must keep this record after cancellation. Not a legal opinion. |
| Deletion deadline | deletion_deadline | Vendor deletion date | Free text | The data-gone-by date you copy in after you have it. Leave the cell empty until then. |
| System status | system_status | Form Q18 | active, moved-off, closed | Still in use, moved off, or closed. |
| Data kept after a move | data_kept_if_moved | Form Q18 retired-system answers | all, some, none, not-sure, not-applicable | If you moved off it, did you keep the data. Use not-applicable while it is still active. |
Peak headcount, the year of that peak, the right to license, and client or parent data to clear are company-wide. They repeat on every system row so the file stays one table. Those four answers must match across rows.
Do not type staff names, email addresses, phone numbers, customer names, or ticket contents. The form collects a signer separately. This file is easy to forward.
Approximate data size is per system. The form asks size once for the company, as question 14. The template asks it per system because an export is per system.
Leave the deletion deadline empty until you know the date the vendor deletes that system's data.
Ask your lawyer whether you must keep it after the vendor deletes it, and record the answer here.
Example row
The example row is labeled Example so you can see a filled row. It is not a real company, and it is not a Vetrix client.
| System name | Category | People using it | Administrator access | Year records start | Peak headcount | Year of peak headcount | Right to license the data | Client or parent data to clear | Approximate data size | Export status | Keep after you close | Deletion deadline | System status | Data kept after a move |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Example: client project room | Project or workflow | 40 | yes-all | 2019 | 80 | 2023 | partly | Former client workspace | 50 to 500 GB | not-started | unsure | — | active | not-applicable |
Use it only as a pattern for the shape of a row. The project room, the headcount, and the size are an illustration. They are not a client of Vetrix and not a company you should look up. After you see how a filled row looks, delete the example and type your own systems.
Delete the example row before you add your own systems. The numbers in it are there so the columns are obvious.
How this maps to the form
Question 11 on the form is the system list; questions 8, 12, 13, and 18 are the company-wide and access fields.
The table below pairs each of those questions with the inventory columns that hold the same fact. Question 14 asks for one size for the whole company. The template asks for a size on each system, because you export one system at a time. Read the eligibility questions if you want the yes-or-no version of the same ground.
Use the same words the form uses for category and for size, so the row and the form do not drift.
Three columns are not questions on the form. Export status is whether you have exported, have not started, the vendor offers no export, or export does not apply. Keep after you close is your own yes, no, or unsure. Deletion deadline is a date you copy in, or you leave the cell empty.
| Form question | Inventory column |
|---|---|
| 08 Peak headcount, and the year | peak_headcount, peak_year |
| 11 Tools, and roughly how many people use each | system_name, category, people_using_it |
| 12 Administrator access | admin_access |
| 13 Right to license; client or former parent | data_rights, client_or_parent_data_to_clear |
| 14 Estimated total data size | approx_data_size (per system; see above) |
| 18 Records start; systems you moved off | records_start_year, system_status, data_kept_if_moved |
Before you use the file
The file is not an application, not a valuation, and not a legal retention schedule.
Nothing is uploaded when you download it. The file stays on your computer. Do not email the filled file to team@vetrixlabs.ai unless someone at Vetrix asks. The enquiry form is the application. A filled spreadsheet is not a submission, and it does not start the 3-day fit check.
It will not decide eligibility. You still answer the staff, records, and rights questions yourself. You mark keep-or-not as yes, no, or unsure. Ask your lawyer if a law requires you to keep a record after the vendor deletes it.
Use deletion dates for the systems you list when you fill the deadline column.
If you are not sure which page to open first, use which exit option is right for my company.
When the company is closing, build a business closing checklist by state.
Read what each system deletes before you cancel that subscription.
Customer names and ticket contents are part of what a license never includes.
Read things to do before canceling software when closing if you want the longer list.
The file sits with the other Free tools.
The wider order of work is how to wind down a company.
Related
- Estimate
US payout bands by staff at peak, and the estimator that uses them.
- Eligibility
Staff, records, daily-use systems, and the right to license, plus a checker.
- What's shared
Which records can be licensed, which details never leave, and what you approve.
- Systems
What common business tools do to company data after you cancel, including each vendor deletion window.
- Guides
How-tos and lists for closing a company, selling one, or licensing its records.
- Research
Sourced datasets on public prices for company data, each with a CSV.
Questions about the records inventory
Who is the records inventory template for?
An operator listing the systems a company still has, before a close, a sale, or a data license, is who this template is for. It assumes the company had staff and real systems. It is not a personal-finance spreadsheet. You can fill it whether or not you later apply to Vetrix. One row is one system. Company-wide facts, such as peak headcount, repeat on every row so the file stays a single table.
Does the spreadsheet get uploaded to Vetrix when I download it?
No. Download only saves an empty template, plus the example row, to your computer. We do not receive the file unless you choose to send it later, and you should not send it unless asked. The application is the form on the home page. The download itself never leaves a copy with us. Filling the file in does not start a review.
Why do peak headcount and data rights repeat on every row?
So the file stays one table that opens in a spreadsheet or a text editor. Those fields describe the company, not the system. Copy the same values down every row. Per-system fields, such as who uses it and whether you exported it, change on each row. If the company-wide answers disagree across rows, make them match before you rely on the file.
What should I put in the client-data column?
Name the area that belongs to a client or a former parent, such as a project room or a mailbox, not the people in it. Leave it empty only when you marked the rights column yes. Customer names, emails, and phone numbers do not belong in this file. The form collects a signer separately. The file is easy to forward, so keep personal details out of it.
Where do the deletion-deadline dates come from?
From the vendor. Each vendor sets its own rule for deleting data after you cancel, and publishes it in its help center. Work out the date from that rule and your cancellation date, then type it as YYYY-MM-DD. Leave the cell empty until you have the date. The spreadsheet does not look up a vendor's rule or invent a date for you.