What changes in this situation
Check whether you can lawfully access and export the legacy system, whether formats remain readable and whether keys or licenses are required.
The question for a potential provider
Ask whether the provider accepts a documented legacy export and who pays to resolve obsolete formats.
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
- Confirm that an authorized administrator can still open the archive.
- Identify proprietary formats and required software licenses.
- Estimate preparation effort before committing to delivery dates.