How to prepare a metadata-only inventory of business systems

How to Prepare a Metadata-Only Inventory of Business Systems

When introducing a business to SourceX for a potential data licensing partnership, you or the referred company's representative might find it helpful to prepare a metadata-only inventory of their business systems. This document serves as a valuable tool for initial discussions, allowing SourceX to understand the scope and nature of a company's proprietary data without requiring the disclosure of any sensitive information.

What is a Metadata-Only Inventory?

A metadata-only inventory is a high-level description of a company's internal systems and the types of data they generate or store. It focuses on what data exists and how it is organized, rather than the actual content of the data itself. The goal is to provide a comprehensive overview of potential data assets, enabling SourceX to assess their relevance to current buyer programs.

Crucially, this inventory should never contain actual data samples, confidential records, or personal information. It's about describing the `who`, `what`, `when`, `where`, and `why` of data existence, not the `value` of individual records.

Why is a Metadata-Only Inventory Useful for Referrals?

1. Facilitates Initial Assessment: It helps SourceX quickly identify potential matches with buyer demand and determine if the company's data aligns with the qualifications for data licensing partnerships.
2. Respects Confidentiality: By focusing on metadata, it ensures that no sensitive or proprietary information is shared prematurely. The company retains full control over its data at this stage.
3. Streamlines the Process: A well-prepared inventory can accelerate the initial evaluation stage (step 3 of how it works), moving the referral forward more efficiently.
4. Informed Consent: It allows the referred company to engage in discussions about data licensing from an informed position, knowing what types of data assets are being considered.

Preparing Your Metadata-Only Inventory

Work with the referred company's authorized contact to compile this information. Remember, you do not need to export, upload, or describe confidential records yourself. The company's representative should create this inventory.

Here's what to include:

1. System Identification:

List key internal systems or databases (e.g., CRM, ERP, project management software, customer support platforms, internal knowledge base, IoT data platforms, supply chain management systems). Illustrative: `Salesforce CRM`, `SAP ERP`, `Jira Project Management`, `Zendesk Support`, `Internal logistics database`.

1. Data Category and Type:

For each system, broadly categorize the type of data it contains. Focus on operational data, rather than personal consumer data or data the company does not control. Illustrative: `Customer interaction history`, `Financial transaction logs`, `Product development timelines`, `Support ticket metadata`, `Equipment performance metrics`, `Operational workflows`.

1. Data Volume and Velocity (Approximate):

Provide rough estimates of the data scale. Is it gigabytes or terabytes? Does it grow daily, weekly, or annually? Illustrative: `Tens of thousands of customer records`, `Daily updates, 100 GB per month`, `Historical data spanning 5 years`.

1. Data Granularity and Structure:

Describe the level of detail. Is it aggregated or granular? Is it structured (like a database table) or unstructured (like documents or text logs)? Illustrative: `Granular event-level data`, `Structured records with 50+ fields`, `Unstructured text logs with timestamps`.

1. Operating Context:

Briefly explain the business function each system supports. This helps SourceX understand the data's utility. Illustrative: `Manages customer relationships and sales pipeline`, `Tracks internal project progress and task allocation`, `Records sensor data from deployed devices`.

1. Timeframe/History:

Indicate how long the data has been collected or maintained within each system. Illustrative: `Data available from 2018 onwards`, `Continuous collection since company inception`.

What to Avoid

Actual Data: Never include sample records, screenshots of data, or any information that could compromise confidentiality. Personal Identifiable Information (PII): Do not include customer names, employee details, or other PII. Proprietary Algorithms/Code: The inventory is about data, not intellectual property related to software itself. Exact Figures for Revenue/Profits: While SourceX is interested in a company's operating maturity, specific financial figures are usually not part of a metadata inventory unless directly relevant to a data category like aggregated financial transactions.

Once this inventory is prepared, the referred company can share it with SourceX during the initial evaluation. This facilitates a productive conversation about data licensing possibilities, keeping the referral process moving forward.

To see if a company might be a good fit, you can also try our company fit checker.