Describe the usable unit
Drafts, revision histories, project files and internal instructions. Explain whether the archive preserves the connections between records and the process they represent. File count alone does not show coverage, quality or usefulness.
Ask this before preparing a sample
Ask which versions and attachments are needed; a final document alone may not show how work was completed.
Review sensitive and restricted elements
Mixed ownership, embedded secrets and licensed third-party content. Check the actual contents, including hidden fields, metadata, embedded files and related records. Data minimization and de-identification are separate from confirming the right to license the material.
Evidence to bring to a fit discussion
Prepare a schema or category-level description, date range, approximate volume, export format, known gaps and exclusion list. Clearly distinguish measurements from estimates. Do not upload the underlying archive simply to obtain a preliminary opinion.
Compare the proposed use
Ask whether the provider wants training examples, evaluation material, retrieval content or a simulated environment. These are different purposes and should not be bundled into vague unrestricted language. Confirm downstream recipients, duration and any right to sublicense.
Tests to agree before a sample
- Check comments, tracked changes and embedded objects, not just visible page text.
- Record whether the sample includes version history or only a snapshot.
- Flag broken links to files stored elsewhere before promising a complete workflow.