Which business records are suitable for AI licensing?
Explore common record types, the systems holding them, and the material excluded from review. Eligibility depends on the records and your rights to license them.
Think of your records as crude. AI labs run the refineries.
After 35+ years as a petroleum landman, Dan Smedstad knows that whoever holds the rights sets the terms. Records you have the right to license work much the same way.
The everyday records labs are asking for
AI labs want to see how work actually gets done across tools. Company-owned records are the starting point; licensed third-party data belongs to its vendor.
Email & calendar
Mailboxes and calendars in Gmail or Outlook: the back-and-forth with clients, the sign-offs, and the meetings where calls got made.
Documents & files
Procedures, how-to guides, bid and proposal templates, and the playbooks your team keeps in shared drives and wikis.
Chat & collaboration
Slack and Microsoft Teams channels and threads where your people work through problems as they happen.
Calls & transcripts
Sales and service calls recorded with consent, their transcripts, and what each conversation led to.
CRM & sales
Pipeline stages, account notes and activity history, including what finally won each customer over.
Support teams
Support-team emails, chats and tickets in Zendesk, Freshdesk and similar help desks, with full threads and how each issue was resolved.
Meetings & transcripts
Zoom, Microsoft Teams and Google Meet recordings and transcripts your company made, where recording was permitted.
GIS & mapping
Map layers, annotations and spatial analysis your own team created. Licensed base maps and third-party datasets underneath that work belong to their vendors and aren't automatically included.
Project management
Task history, assignments, approvals and status updates in Jira, Asana, Monday.com, Notion and similar tools, plus code history.
Billing & operations
Invoicing, billing and day-to-day back-office workflows in QuickBooks, NetSuite, payroll and other core systems. Formal financial reports and statements are excluded upfront.
Where the work already lives
The useful history is work your team created inside software it already uses. These names are illustrations, not connected products, and a subscription doesn't make every record inside a system yours or eligible.
Email & files
Mail, calendars and shared drives
- Microsoft 365
- Gmail
- Outlook
- Google Drive
Customers
CRM, help desk and field service
- Salesforce
- HubSpot
- GoHighLevel
- Zendesk
- Freshdesk
- ServiceTitan
Team projects
Boards, wikis, meetings and shared folders
- Jira
- Monday.com
- Notion
- Dropbox
- Zoom
Back office & industry tools
Accounting, payroll and design software
- NetSuite
- Paychex
- QuickBooks
- AutoCAD
Oil & gas land & GIS
Land, title & mapping work
- Enverus (Drillinginfo)
- Quorum Land
- Landboss
- Microsoft Access
- GIS & mapping (Greenbriar, Canvas, ArcGIS)
Plus the niche and industry software your team uses
Niche and industry software counts too, like ServiceTitan for the trades, AutoCAD for engineering and design, or land software for oil and gas like Enverus, Quorum, Landboss, Greenbriar or ArcGIS (see the full oil & gas list). Older systems can be described too.
Product names are trademarks of their respective owners and are listed for reference only; no affiliation or endorsement is implied.
Typically in scope
- Email threads, attachments and calendars
- Procedures, templates, proposals and playbooks
- Team chat conversations
- Calls and meetings recorded with consent, and their transcripts
- CRM deal stages, accounts, notes and activity
- Support tickets and chats with full threads and resolutions (Zendesk, Freshdesk and similar)
- Meeting recordings and transcripts made with permission
- GIS maps, layers and spatial analysis your own team created
- Project boards and code history
- Invoices, billing workflows and back-office processes
Always excluded upfront
- Privileged material and client matter files
- Health information and biometric data
- Payment card and bank account numbers
- Passwords, API keys and other credentials
- Data about minors
- Export-controlled or classified information
- Another party's data, or licensed third-party content you don't have the rights to share
- Sensitive personnel, safety or critical infrastructure details
How customer and personal details are removed or replaced belongs in the agreement. You can also exclude anything else sensitive, such as pricing, trade secrets or client agreements.
See If You Qualify
A few quick questions. No files needed, and we never ask for passwords.
Opens the fit check on historypays.com in a new tab. No files are collected on this site.