How to bring up your records with your CPA or CFO

Your CPA or fractional CFO already knows your numbers. That makes them a good person to ask one fair question about your records. You do not need a pitch. This guide gives you a few lines to say and calm answers to the worries that come up.

When should you bring it up?

Raise it during your annual advisory review, right where you talk about AI. You are both already thinking about tools and risk. Or raise it when you work on your AI policy, at the clause about company data.

1. 1

   Results

2. 2

   Tax plan

3. 3

   AI and policy

   Ask here. It fits.

4. 4

   Next year

What can you say?

Use your own words. This is a base.

"While we talk about AI, one question. Some AI labs pay to use old company records, like Slack and email. Most records are worth little, and some are worth a phone call. Can you look at ours with me?"

If your CPA asks what that means, use the picture.

"It works like renting a room in a house we own. A lab uses the records for a while, under rules. We keep the house. Our lawyer reads every contract first."

Ask about fees early.

"If you send me to anyone for this, will you earn a referral fee? If so, please put it in writing."

If your CPA's firm does your audit or review, they skip the fee. They may check with their independence lead first.

Six worries, with calm answers

"Is it safe for our staff and customers?"

A fair and big worry. Records hold other people's information. Daniel Goldberg, a partner at Frankfurt Kurnit, flags third-party secrets, trade secrets, waived privilege and protected employee talk in a 2026 note.

Nothing moves without your yes and your lawyer's read. Our risks page lists each issue.

"Is that money real?"

Some is. Small shutdowns sold archives for $10,000 to $100,000 each, per Gizmodo.

Google won the auction for one airline's archive with a $10 million bid, and court approval is pending, per Time. Those are ranges from public deals. Many records are worth little.

"Is this a distraction?"

It can be a small one. The check takes about three minutes. If the result is thin, you file the page and move on. That is a fine result.

"How would my CPA get paid?"

Ask them straight. A CPA who sends you to us may earn a referral fee if a deal closes. The fee comes from Vaultfish, out of our own referral fee, and you pay nothing extra for the check. Your CPA tells you in writing first.

Some CPAs take no fee at all. You can also run the free data check yourself, with no one in between.

"Does this affect my CPA's independence?"

It can, if their firm does your audit or review. In that case they take no fee and check with their independence lead before suggesting anything. The terms guide has the rules.

"What does this do to our books and taxes?"

Any proceeds would need to be booked and taxed, and that is your CPA's call. We do not give tax advice. The point of the check is to learn if there is anything to book.

What to do after the talk

1. Run the free data check and share the result with your CPA.
2. Fill in the data map if you want to list your systems.
3. Send Matt a note if the result looks worth a call, or read the buyer comparison first.

If your CPA sends us your name, we tell you they did. We let your CPA know once we have talked with you.

Keep it plain

• Say "records," not "data."
• Use the rented-room picture. Skip the tech.
• Ask for numbers with their source, as ranges.
• Distrust anyone who promises an amount.