What changes in this situation
Do not promise a complete archive or restore deleted records automatically. Document the gap and the reason for deletion.
The question for a potential provider
Ask whether surviving records can support the use without rebuilding an archive that should no longer exist.
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
- Document the missing date range without claiming it is recoverable.
- Check whether existing backups are subject to valid retention and access rules.
- Ask the provider to assess the surviving scope as it stands.