Start with a bounded collection
Name the release, cutoff date, included tables or assets, and explicit exclusions. Use a reference such as manuals-v1, not “all our content.” Separate original writing from supplied diagrams or licensed inserts. The scope follows the inventory: a later export or newly acquired source needs a fresh review before it joins the proposed collection.
Describe activities one at a time
Ask the recipient to describe evaluation, retrieval, model training, fine-tuning, and benchmarking separately. Record the system and business purpose for each requested activity. For retrieval, ask what passages may be displayed to users; for training, ask which models and teams are involved. These are review questions, not a statement that any activity is automatically permitted or prohibited.
Make unresolved boundaries visible
List recipient entities, affiliates, contractors, access locations, duration, redistribution, exclusivity, and outputs or derived artifacts. For each, record a proposal, a decision owner, and an unresolved question. Do not mark a row approved because someone has technical access. A reviewer needs the actual source agreements and proposed use to assess the request.
Treat evaluation and later use as separate decisions
A sample can answer a feasibility question without defining a full commercial arrangement. Record how evaluation access ends, how retained copies or results will be handled, and what additional review would precede a broader delivery. Whether a model or other artifact can be retained is a question for agreement review, not something this worksheet decides.
Freeze the discussion version
Store the worksheet with the source inventory and an export manifest. Give every change a date and owner. If the recipient requests a different use, a new geography, or additional material, record the difference rather than replacing the earlier proposal. This creates a useful handoff to qualified legal and privacy reviewers; it is not a ready-to-sign contract.
| Item | Draft proposal | Open question |
|---|---|---|
| Collection | manuals-v1; current English text only | Are externally supplied diagrams excluded? |
| Evaluation | Named team checks retrieval on a limited sample | Who approves access and the end-of-test process? |
| Later use | Training requested separately | Which models, entities, and downstream handling need review? |
Licensing scope worksheet
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