A sample is a limited selection used to assess an agreed question about quality or fit. It can still contain sensitive material and needs its own handling controls.
Define representativeness
Document how records were chosen and whether the sample includes failures, exceptions and attachments. A polished subset can misrepresent the full archive.
Agree boundaries
Set recipients, purpose, secure transfer, retention and deletion terms before sharing. Sample approval is not authorization for unrestricted use of the whole archive.
What to record before deciding
Keep the written scope, official provider source, unresolved questions and the person responsible for each check. Treat a marketing claim as a claim until it is reflected in the agreement. A directory entry does not approve the transaction or establish your rights to share the records.