A connected inventory is a short description of the records, not a copy of the archive. It helps an owner, operations lead and system administrator work from the same facts. Begin with one workflow, list its record groups and describe the links you have checked. Keep unknown answers visible so the next task is specific.
Use one row per meaningful record group
Separate groups when their contents, dates, export route or relationships differ. Email and Drive files should not share one row merely because they belong to the same suite. Job records and photos should not share one row if the photo files have not been inspected. Keep each source identity intact.
The workbook fields
The fields below describe a useful collection card. You can begin with the matcher’s inventory and add detail as you inspect the systems. A blank or unknown answer is a task to resolve, rather than a reason to invent a complete history.
| Field | What to enter | Example shape |
|---|---|---|
| Record group | Plain description | Service job notes |
| Workflow | Work the group describes | Job completion |
| Source | System/account or existing archive | Field-service system |
| Observed dates | Dates and field inspected | First/last retained job date |
| Format | Available output actually checked | Table, files or unknown |
| Own identity | Persistent record reference | Job ID |
| Related group | Other inventory row | Invoices |
| Connection | Inspected reference or unknown | Job ID on invoice |
| Context | Attachments, revisions or outcomes | Completion note; photos unverified |
| Buyer question | Scope question linked to evidence | Is this job-and-invoice scope relevant? |
Worked fictional collection
For job J-204, create separate rows for job records, visit notes, photos and invoices. Notes and invoices may share job references, while photo relationships remain unverified. Give each group its own date span. The result is a partial but useful map rather than an unsupported claim of a complete service archive.
If later inspection finds photos linked only to customer folders, update that row. Keep the job-linked notes and invoices as they are. The inventory becomes clearer without forcing every record group into one connected bundle.
Assign the next checks to the right person
The owner can explain the business and intended workflow. The operations lead can identify a representative exception or completed case. The administrator can inspect export scope, fields and files. Keeping these tasks specific avoids asking one person to guess every answer.
- Owner: identify the workflow and intended collection.
- Operations: locate one routine case and one exception.
- Administrator: inspect output and persistent references.
- Reviewer: compare source-backed interests with the actual inventory.
Use the workbook before preparing a sample
A sample is easier to define once the inventory identifies the record groups and links. Choose a bounded period and representative case, then inspect what the local output preserves. Do not upload an archive merely to establish that it exists. The initial team-review inquiry can use the description and the questions.
Keep a version of the description
Record when the inventory was prepared and what was inspected. If you later add another system or discover a history gap, update the description before reusing it. A neutral inventory can support several provider conversations without changing the underlying facts to fit each provider’s wording.
Questions about this comparison
Is the workbook an export of our operational records?
No. It describes the collection and its relationships. The underlying records remain separate.
How much history should we enter?
Use the dates actually observed for each group and identify the field used. Leave unverified periods unknown.
Can we request review with incomplete fields?
Yes. Include the specific questions you want to resolve so the review can focus on the missing information.