CUI Data Flow Diagram for CRM Systems

Understanding how CUI flows through your CRM is the first step to protecting it. This reference diagram maps the complete lifecycle of CUI in a typical GovCon CRM system—from ingress vectors through processing, storage, and egress. Use it to identify where CUI exists in your environment and where protection controls are needed.

This resource supports our CUI-Safe CRM guide and the CUI data flow technical analysis.

CUI Ingress Vectors

CUI enters your CRM through these primary channels. Each requires specific controls:

Email Sync (Highest Volume)

Automatic email sync is the largest uncontrolled CUI ingress vector. When your CRM syncs emails from government contacts, it ingests contract details, technical discussions, program information, and attachments—all potentially CUI. See our email ingestion analysis for the full risk breakdown.

• Flow: Email Server → CRM Email Sync → Contact/Opportunity Record → Search Index → AI Processing
• Control needed: CUI classification at ingestion point, selective sync rules, encryption at rest

Manual Data Entry

Users enter CUI directly into opportunity records: contract values, technical approaches, NAICS codes, SOW details, pricing strategies.

• Flow: User Input → Opportunity/Contact Record → Custom Fields → Reports → Dashboards
• Control needed: CUI field marking, role-based access controls, audit logging of all changes

Document Attachments & Imports

RFP documents, SOWs, past performance narratives, and pricing volumes uploaded to CRM records.

• Flow: File Upload → Attachment Storage → Full-Text Index → AI RAG Pipeline
• Control needed: File encryption, access control inheritance, CUI marking on attachments, retention policies

API Integrations

SAM.gov feeds, FPDS data, GovWin/Deltek imports, and custom integrations that pull opportunity data into your CRM.

• Flow: External API → Integration Middleware → CRM Records → Enrichment Processing
• Control needed: Authenticated API connections, data classification at import, integration audit logs

CUI Processing Points

Once inside your CRM, CUI is processed at several points—each requiring controls:

• Search indexing: CUI is indexed for full-text search, potentially exposing it to users without need-to-know
• AI features: Summarization, forecasting, lead scoring, and auto-tagging may all process CUI
• Reporting: Pipeline reports, dashboards, and exports aggregate CUI from multiple records
• Workflows: Automated notifications, task assignments, and approvals may include CUI in notifications

CUI Egress Paths

CUI leaves your CRM through these channels—each must be controlled and logged:

• Report exports: CSV/Excel exports of pipeline data containing contract values and technical details
• Email notifications: CRM-generated emails with record details sent to team members
• API access: Third-party tools pulling data from your CRM via API
• Mobile access: CRM mobile apps storing CUI on personal devices

How to Map Your Own CUI Flows

1. Identify all ingress vectors. List every way data enters your CRM. Include automated syncs and manual entry.
2. Classify data at each ingress point. Determine which ingress vectors bring CUI into the system.
3. Trace processing paths. Follow CUI from ingress through every processing step (indexing, AI, reporting).
4. Map all egress paths. Document every way CUI can leave your CRM environment.
5. Apply controls at each point. Use the CMMC CRM compliance checklist to verify coverage.

Document your CUI data flow map in your System Security Plan. This diagram is a required artifact for CMMC Level 2 assessment. For data retention decisions, knowing your CUI flows tells you exactly what data needs retention policies.