Choose a reviewable unit
Use a row for a source group, field family, document component, or asset batch with the same history. Split mixed material when the sources differ. For a product catalog, original descriptions and supplier images belong in separate rows even if they share a product ID. Give every row an internal source ID that can be traced into the proposed export.
Record where it came from and what happened to it
Capture the source name, collection or receipt date, collection method, date range, and internal custodian. Record transformations, annotations, merging, or filtering that changed the material. Keep links to the underlying evidence and note where a link is missing or a document is outdated. A transformation history helps explain provenance; it does not create new permissions by itself.
Connect evidence to the proposed use
List available agreements, contributor terms, supplier records, or other evidence using internal references. Record relevant questions raised by the proposed evaluation, retrieval, training, sharing, or distribution. Do not collapse “we hold a copy,” “we can access it,” and “we can grant this requested use” into one yes/no field. Ask qualified reviewers to assess the actual documents and context.
Keep privacy review distinct from content permission
If the collection may contain personal information, identify the affected categories and jurisdictions for a privacy reviewer. Removing direct identifiers is not a clearance certificate. The UK ICO’s generative-AI consultation response discusses lawful-basis questions for web-scraped personal data; its jurisdiction and context matter. Do not assume a commercial license alone resolves those questions elsewhere or for your collection.
Record decisions with owners and scope
Useful states include evidence missing, review pending, excluded, and reviewed for a specified proposal. Attach the reviewer, date, relevant release, and use considered. “Reviewed” should not imply unlimited approval for future versions or activities. Hold unresolved groups outside a proposed transfer until the responsible review process resolves them.
Reconcile the register with the delivery
Check that every included source ID appears in the register and that excluded IDs are absent from the export. Keep counts of missing links. When new material arrives, add a row and review the change rather than inheriting the previous release’s status. Share a high-level inventory summary for an initial conversation; keep private supporting documents in your own controlled records.
| Source group | Evidence available | Next action |
|---|---|---|
| Original descriptions | Internal authorship record | Review requested use and contributor history |
| Supplier images | Supplier terms reference; scope unresolved | Hold from sample pending review |
| Customer-derived examples | Source history incomplete | Exclude and escalate privacy questions |
Source and review register
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You can select and copy the text manually. This is a preparation worksheet, not a legal agreement.