Know what you have before you decide what is safe.

Most small businesses have never sat down and mapped out every type of document they handle. Client contracts. Staff files. Financial records. Patient or member information. Marketing assets. Supplier agreements. They exist, they circulate, and until something goes wrong nobody thinks too hard about where they live or who can see them.

That changes when you start using AI tools. Because you need to provide leadership and tell your team what they can share in an AI tool.

The Document Inventory Tool gives you a fast, structured way to answer that question. Work through eight document categories, select every type your business handles regularly, and add your own where needed. The tool organizes your selections into a clean inventory you can save, download, or print as a branded PDF.

No login required. No data stored. Takes about 15 minutes.

How to use it

1. Access the tool here.

2. Work through the eight category headings. They are designed to jog your thinking — click everything that applies, even if you are not sure.

3. Use the Add field under each category for document types specific to your business or industry.

4. Click Build my inventory when you are done.

5. In Step 2, fill in the Document name column with the actual name your business uses for each document — the file name, the folder name, whatever your team calls it. Use the Notes column for anything useful: who owns it, where it is stored, how often it is updated.

6. Save your inventory using Copy to clipboard, Download .txt, or Save as PDF.

Tip: Select too many and trim in Step 2 — it is faster than starting from scratch