What changes in this situation
Separate authority to approve a deal from technical ability to export. Your IT provider may need a written scope and security review.
The question for a potential provider
Ask what access is required and whether your own administrator can prepare a controlled export instead.
What to establish internally
Identify the legal entity, decision maker, record owner and technical custodian. Make a short list of facts, unresolved questions and restricted categories. Avoid presenting an assumption as an established right or promising delivery before an authorized reviewer has checked feasibility.
Keep the process reversible
Start with a non-confidential description. If the provider is interested, agree a limited evaluation scope and handling terms before sharing records or connecting systems. Keep an inventory of any sample and record who approved its release.
Compare the conditions as well as the price
Clarify who pays for preparation, how acceptance works and what happens if the situation delays or prevents delivery. A proposed deadline should not override legal duties, retention requirements or unresolved authority.
Three checks to make next
- Name the internal approver and the external technical custodian.
- Write a bounded export request with exclusions.
- Agree secure transfer and cleanup responsibilities with both parties.