Set the selection method first
Choose the proposed task and the dimensions that may affect results: teams, dates, systems, outcome types and workflow complexity. Document whether selection is random, stratified or deliberately illustrative.
Keep the work connected
Use a shared time window and retain permitted supporting context. Mark truncation at the window boundaries. A project beginning before the window or ending after it may appear incomplete for reasons unrelated to the business process.
Control and explain the release
Review rights and sensitive content before sharing. Agree evaluation access and retention, record the delivered version and list exclusions. Report sample findings as sample findings. If the sample was selected to show a capability, do not present it as a statistical estimate of the whole archive.
Practical guidance, not legal advice or a buyer specification. Examples are illustrative. Reviewed October 20, 2026.