Receiver inventory of assets checklist: records, systems and SaaS access included

What a receiver's inventory of assets should cover

A complete inventory lists every asset the estate controls, including the ones that live in software: the email tenant, shared drives, CRM, accounting system, ticketing tool, code repositories and backups. For each system, write down the admin owner, the next renewal date and what the vendor does with the data once the account lapses.

Start with the appointment order. Many orders set a deadline and format for the inventory and spell out the receiver's power over books, records and electronic data. Note whether the order separates records held for administration from property that may be sold, leased or licensed, because that line decides what you can do with a records schedule later.

Why records and system archives need their own schedule

Records are the asset most likely to vanish without anyone deciding to destroy them. An unpaid SaaS subscription gets suspended, then closed, and vendors commonly delete tenant data after a post-termination period set in their terms. The only multi-factor token for the admin account may sit on a departed IT manager's phone.

The estate needs those records anyway for claims review, tax returns, litigation and turnover disputes. Some may also carry value of their own. AI labs and data buyers license records of real work, such as support tickets with resolutions, project files with outcomes and years of internal communication, because that material is thin on the public web. A records schedule built in the first weeks keeps the option open without committing the estate to anything.

The receiver inventory of assets checklist

Work through each group and mark every line as confirmed, unknown or not applicable, with a named owner for each unknown.

Authority and scope

• Appointment order reviewed for powers over books, records, electronic data and intangible property
• Power to sell, lease or license confirmed, including whether each needs its own motion, notice and hearing
• Secured lenders listed, with whether their liens reach general intangibles
• Former management's system access revoked or limited, with a written list of who still holds credentials

Traditional assets

• Bank accounts, deposits, prepaid expenses and refunds due
• Receivables aging with supporting invoices
• Inventory, equipment, vehicles and leased property, with lessors named
• Insurance policies, including tail or run-off coverage
• Claims and causes of action held by the company

Intangibles

• Trademarks, domain names, phone numbers and social accounts
• Software the company built, its source code repositories and contributors
• Customer, supplier and vendor contracts, with assignment and confidentiality terms
• Licenses the company already granted to others, including any data licenses

Operating records and archives

• Email tenant, retention settings and any litigation holds already in place
• Slack or Teams workspaces, with plan level and message history limits
• Shared drives and document management systems
• CRM, ERP or accounting, support ticketing, project management and engineering tools
• Call recording or contact-center archives, with how callers were notified
• Backups, retired systems and paper files in offsite storage

SaaS access and continuity

• Admin login, billing contact and multi-factor device for each system
• Renewal date, monthly cost and the vendor's deletion timeline after termination
• Export tested on a small sample before any cancellation
• Decision logged for each system: keep running, export and close, or keep read-only

Rights and personal data

• Who created the records: employees, contractors or the company's clients
• Client contracts that restrict use of deliverables or confidential information
• Privacy policy and customer terms in force when the records were collected
• Presence of protected health information, consumer data or employee files

The rights lines decide whether any records could ever be licensed. A work an employee prepares within the scope of employment is generally owned by the employer, while contractor work belongs to the company only in limited cases or under a signed writing, as the Copyright Office's work-made-for-hire circular explains. Material produced for the company's own clients may belong to those clients.

How to use the results

What approval would a sale or license of records need?

Whatever the governing order or statute requires, which usually means a noticed, court-supervised step. The path differs by proceeding.

In bankruptcy, 11 U.S.C. section 363(b)(1) bars a trustee from selling or leasing personally identifiable information if the debtor's privacy policy prohibited that transfer, unless the sale is consistent with the policy or the court approves it after a consumer privacy ombudsman is appointed and a hearing is held. ABCs are governed by state law and procedures differ; Florida, for example, sets out court supervision and creditor priorities in Chapter 727 of the Florida Statutes.

This is general information, not legal, tax or financial advice. Confirm with estate counsel before acting.

Which estates could hold licensable records?

A records schedule deserves a second look when the business behind it matches the SourceX baseline:

• A US company with 50+ full-time employees at peak (contractors excluded); count the peak workforce, not the skeleton staff left today
• Several years of documented operations, ideally spread across 10 or more systems
• Records the company created itself, with the right to license them
• Someone with authority to sign, which in a receivership means the person the order gives control of the assets

Operating, acquired and wound-down companies can all qualify if the data still exists. Manufacturing estates often hold years of inspection and quality history; the quality inspection records checklist shows what to look for. The full baseline is on the who qualifies page.

Red flags that end the licensing discussion

• Archives were deleted, or nobody can export from the systems that remain
• The records mainly belong to the company's clients and they have not consented
• The data is mostly consumer personal information or medical records without a lawful basis or de-identification
• The company already licensed the same records for AI training
• The records were generated with AI in order to sell them

How an introduction works from a receivership

1. The receiver, or an adviser acting with the receiver's approval, submits the estate through the referral form or has it apply through a referral link.
2. SourceX reviews size, operating history, data breadth and rights, and asks what the order permits.
3. The estate's team prepares a high-level data inventory: systems, date ranges and export options, never the records themselves.
4. SourceX and the receiver agree price and terms, subject to any court approval the order requires.
5. AI labs and data buyers review the opportunity.
6. After the agreement is signed and approved, data is prepared under the agreed redaction rules and delivered, and the estate is paid.

Partners earn 25% of the eligible platform fees SourceX actually collects from the referred company's licensing deals, capped at $100,000 per referred company, and the reward is paid only after the buyer pays and SourceX receives its fee. It comes out of SourceX's fee, not the estate's proceeds, and rewards are not guaranteed. If you are the fiduciary yourself, any personal reward tied to the estate raises conflict and disclosure questions; take them to counsel and the court first, and read the referral partner agreement checklist before signing anything.

Next step

Add the records and systems groups to your next inventory draft. If the estate fits the baseline, register as a partner to make the introduction, or draft a short note to the receiver with the introduction email builder. For a business in an out-of-court workout rather than a receivership, the turnaround first 30 days checklist covers the same systems questions, and the data room index comparison explains how a records inventory differs from a sale data room.