Find the size of your data, system by system.
One guide for each system on the Polyshares intake. Each shows where the size lives, which admin role can see it, what unit to report and how to export the full history.
Exact systems and sizes make a faster review.
Polyshares reviews the record before pricing it. The intake asks for each system your company uses, how much data sits in it, how long you have used it and how many seats it has.
A specific answer shortens that review. Four years of Slack messages and 800 GB of SharePoint tell us far more than a note that the company uses Microsoft and some chat tools.
You do not need to export anything to fill in the intake. An estimate from the admin console is enough to start, and Polyshares handles anonymization before any data moves.
Team chat
Internal messaging. Report message count if the tool shows it, otherwise storage. Usually reported in messages.
- SlackMessages sent in Workspace analytics; private channel and DM exports need Business+ or Enterprise
- Microsoft TeamsUsage reports cover 180 days; full chat history exports through Purview eDiscovery or Graph APIs
- Google ChatChat reports in the Admin console; Vault exports spaces and DMs with a message count file
- DiscordNo server export for owners; Server Insights on large Community servers and personal Data Packages
- WhatsApp BusinessApp chats export one at a time; Cloud API history exists only in your own systems
Email and calendar
All company mailboxes, including former employees if retained. Usually reported in GB.
Files and documents
Shared drives and personal drives together. Usually reported in GB.
- Google DriveDrive and shared drive storage in the Admin console, exported with Data Export or Vault
- SharePointTenant storage on Active sites, per-site usage report, eDiscovery export
- OneDriveOneDrive usage report for storage per user, eDiscovery or sync to export
- DropboxStorage details in the Admin console; full copy through desktop sync
- BoxAccount and Billing usage in the Admin Console; export by user or via the Box API
- EgnyteReports Dashboard Storage tab and Folder Size Report; export with the Desktop App
CRM
Contacts, deals and the activity attached to them. Usually reported in records.
- HubSpotRecord counts per object on the Data Model Limits tab, exported object by object to CSV or XLSX
- SalesforceStorage Usage in Setup shows records and storage by object; Data Export delivers zipped CSVs
- Zoho CRMRecords per module on the Storage page; Data Backup exports everything as zipped CSVs
- PipedriveDeal counts from the list view summary; Tools and apps > Export data for CSV or Excel files
- GoHighLevelContacts per sub-account in the Sub-Accounts export; contacts and opportunities export to CSV
- Microsoft Dynamics 365 SalesDataverse database, file and log storage in the Power Platform admin center; Synapse Link export
- CloseCount records from full exports; JSON lead exports include emails, calls, SMS and notes
Field operations
Work orders, dispatch, deliveries, job tickets and site records. Usually reported in records.
- ServiceTitanJob, customer and invoice counts from Reports and search exports, full history via Export APIs
- Housecall ProJob, estimate and customer counts from list exports, full pulls via API on MAX
- JobberJob, quote and invoice totals in Insights > Reports, CSV exports for reports and clients
- AccuLynxJob and contact counts from reports or the API count field, exports via reports and API
- JobNimbusContact and job counts from saved Custom Reports, CSV or Excel export, attachments per record
- BuildertrendJob and item counts from grid views, Excel export from supported grids
- ProcoreProject list from the company Portfolio, per-project archives with Procore Extracts
- CompanyCamPhoto, video and document counts per project from the Exports tab, zip download per project
- ArrivyTask counts from reporting, API export on Enterprise or Custom plans
- FieldEdgeCustomer, work order and invoice counts from reports, export confirmed with support
Phone and call recordings
Recorded calls and transcripts. Hours of audio is the best unit. Usually reported in hours.
- RingCentralAdmin Portal call log, recordings and Analytics; Archiver copies recordings to your storage
- AircallCall History and Analytics CSV exports; recordings by plan, six months in the Dashboard
- DialpadAnalytics CSV exports for call logs and recordings; access window depends on plan
- Zoom PhonePhone system logs and usage reports in Admin Center; recordings kept unless auto-delete is on
- TwilioUsage records give stored recording minutes; the Recordings API bulk downloads the audio
- GongTeam stats export gives call volume and minutes; call data CSV and API for the full export
- CallRailCall Log and Calls API give recording durations; records are deleted after 25 months
- Five9Recordings go to your FTP or SFTP server; Five9 keeps them briefly, so size what you stored
- NextivaRecorder portal bulk export and Analytics call log CSV; recordings kept six months by default
Meeting recordings
Recorded video meetings and their transcripts. Usually reported in hours.
- ZoomCloud recording storage report plus Recording and Transcript Management; local recordings stay local
- Google MeetRecordings live in organizers' Drive; Vault finds and exports them across the organization
- Microsoft Teams recordingsMP4 files in OneDrive and SharePoint Recordings folders; export with eDiscovery or Graph
Customer support
Tickets, chats and help center content. Usually reported in records.
- ZendeskTicket count from Explore or the API, full JSON export from Admin Center
- IntercomConversation counts in Reports, full history via the cloud storage export
- FreshdeskTicket count via the API, full XML export from Admin > Account
- Help ScoutConversation volume in Reports, full threads through the Inbox API
- GorgiasTicket count from a view export, message text via Analytics or support
Project management
Tasks, issues and their comment history. Usually reported in records.
- JiraWork item count from a JQL search, full site backup from Backup manager
- LinearIssue count and export from Settings > Administration > Import Export
- AsanaTask counts via the API, full JSON organization export on Enterprise plans
- ClickUpTask count and CSV export from Settings > Imports / Exports on Business+
- monday.comItem count and full zip export from Administration > General > Account
- TrelloCard count from a Workspace export, board JSON on any plan
Wiki and notes
Internal documentation and knowledge bases. Usually reported in MB.
Source code
Repositories with full commit history. Usually reported in GB.
- GitHubMirror clones for code and history, migration archives for issues and pull requests
- GitLabUsage quotas page for storage; project export includes issues and merge requests
- BitbucketSize line on Repository details; mirror clone for full commit history
- Azure DevOpsRepositories REST API or git count-objects for size; mirror clone and CSV work items
Design and CAD
Design files, drawings and creative assets. Usually reported in GB.
- FigmaNo storage meter; count files by folder or API and save .fig local copies
- Adobe Creative CloudAdmin Console Storage overview for GB used; reclaim user folders as archives
- CanvaTeam owner's bulk download of uploads and designs; report the ZIP size in GB
- AutoCADNo central meter; measure DWG folders on servers or in Autodesk Docs and report GB
Accounting and ERP
Ledgers, invoices, bills and inventory. Usually reported in records.
- QuickBooksCount transactions with a report, then export with the Export data tool
- XeroAccount Transactions report for counts; export each area and report separately
- NetSuiteSaved searches for record counts, Full CSV Export for lists, Connect for full history
- Sage IntacctCount rows from reports; export in bulk with Data Delivery Service
- Microsoft Dynamics 365 Business CentralTable Information page for counts; BACPAC database export from the admin center
- SAPAsk your basis team for database size from DB02; Business One uses database backups
- OdooRecord counts in list views; full backup zip from the database manager or Odoo.sh
Ecommerce
Orders, products and customers. Usually reported in records.
- ShopifyAnalytics reports for order totals; CSV exports from Orders, Customers and Products
- Amazon Seller CentralAll Orders report for counts; 30 day report ranges or the Selling Partner API for history
- WooCommerceAnalytics for order counts, Site Health for database size, CSV exports
- BigCommerceExport orders with a template and count unique order IDs
HR and payroll
Report record counts only. Payroll detail is de-identified before anything moves. Usually reported in records.
- GustoEmployee and payroll record counts from Gusto Reports, exported as CSV or Excel
- RipplingEmployee, payroll and time record counts from Rippling custom reports
- ADPEmployee and payroll record counts from ADP RUN or Workforce Now reports
- BambooHREmployee and time entry record counts from BambooHR reports, exported to CSV or Excel
- DeelWorker and people history record counts from Deel Analytics reports
Databases and warehouses
Production databases, warehouses and object storage. Usually reported in GB.
- PostgreSQLDatabase and table sizes from SQL, full export with pg_dump and pg_dumpall
- MySQLSum data_length plus index_length from information_schema, export with mysqldump
- BigQueryTABLE_STORAGE logical bytes for size, EXPORT DATA or bq extract to Cloud Storage
- SnowflakeCost management and TABLE_STORAGE_METRICS for size, COPY INTO a stage to export
- Amazon S3Storage Lens and BucketSizeBytes for size, aws s3 sync or Batch Operations to export
- Amazon RedshiftSVV_TABLE_INFO size in 1 MB blocks, UNLOAD to Amazon S3 as Parquet
- DatabricksDESCRIBE DETAIL sizeInBytes per Delta table, export by cloning to your cloud storage
- MongoDBdb.stats() dataSize versus storageSize, full export with mongodump
- Amazon DynamoDBItem count and table size per table, export to Amazon S3 with PITR turned on
Product analytics
Event streams and product usage history. Usually reported in GB.
Photos, video and social
Site and product photos, video libraries and social accounts. Usually reported in GB.
- Google PhotosAdmin console Storage page splits out Photos; export each user with Google Takeout
- YouTubeUploads listed in YouTube Studio Content; Takeout exports videos in original format
- InstagramNo storage figure; Export your information gives HTML or JSON with media
- TikTokNo storage figure; report posted videos as files; Download your data gives JSON or TXT
Put your numbers on the intake.
List your systems, their sizes and your headcount in one intake. Polyshares reviews the record and prices it. There is no fee or commission to your company.
Check your data