The document comes in here.
Where does it go next?

Follow one example end to end

Take a flow that is already in use: a document arrives, extraction, preparing a reply, archiving. Ask the person who does it to show the actual hand-offs. Also note copy and paste, temporary downloads and the document sent by email: they are part of the flow even without a connector.

Fictional example: a PDF received by email goes through a text-recognition service, then through an assistant and finally into the CRM. Saying “the CRM is hosted in-house” therefore does not describe the document’s full path.

Build a short, verifiable map

For each hand-off, note five things: data category, destination, account used, reason for the transfer and copy kept. Identify the compute service, the logs and the backups separately. Unknown information stays marked as such, with the setting or the person to consult.

The map must contain neither passwords nor complete client documents. A fictional sample, the names of the components and redacted screenshots of settings are often enough to start. Check the explanations against the settings you can access; a product name does not establish its configuration.

Also examine the side paths

In an agreed environment, observe an error and a recovery: is the document attached to an alert or copied into a log? Then remove a test file and look for the expected copies in the known locations. Its absence from the main screen does not show that it has been erased elsewhere.

If some processing cannot be observed, document that limit. Ask the service owner for the corresponding information before drawing conclusions about the path.

Choose a fix that closes an unclear hand-off

The deliverable is a dated map and a short list of actions, each with an owner: remove an unnecessary copy, replace a personal account or clarify a transfer. First fix one important hand-off and check the new path. Saphan can organize this observation before designing any additional integration.