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Fields
| Field | What to enter |
|---|---|
record_id | A local synthetic or controlled identifier. |
collection_name | A neutral collection label, not a person's name. |
source_system | The system or source class. |
source_period | The period or version covered, or unknown. |
creator_or_rights_role | A role or rights relationship, not a private person's details. |
rights_basis | The evidence category that needs review. |
consent_or_notice_ref | The evidence reference, or not supplied. |
upstream_terms_ref | The applicable terms or contract reference, or not supplied. |
processing_note | A short description of transformation, filtering, or redaction. |
exclusions | Records or classes left out and why. |
evidence_refs | Internal references to the supporting records. |
verified_by_role | The role that checked the row. |
verified_on | The review date, or not reviewed. |
status | Needs evidence, Review, Recorded, or Out of scope. |
notes | Known gaps and the next review action. |
CSV starter
record_id,collection_name,source_system,source_period,creator_or_rights_role,rights_basis,consent_or_notice_ref,upstream_terms_ref,processing_note,exclusions,evidence_refs,verified_by_role,verified_on,status,notes
SYN-001,Example collection,Example system,[period],Owner role,[basis],[ref or not supplied],[ref or not supplied],[processing note],[exclusions],[synthetic ref],Reviewer role,[YYYY-MM-DD],Needs evidence,[next action]JSON starter
{
"template": true,
"record_id": "SYN-001",
"collection_name": "Example collection",
"source_system": "Example system",
"source_period": "[period]",
"creator_or_rights_role": "Owner role",
"rights_basis": "[basis]",
"consent_or_notice_ref": "[ref or not supplied]",
"upstream_terms_ref": "[ref or not supplied]",
"processing_note": "[processing note]",
"exclusions": [
"[exclusion]"
],
"evidence_refs": [
"synthetic ref"
],
"verified_by_role": "Reviewer role",
"verified_on": "[YYYY-MM-DD]",
"status": "Needs evidence",
"notes": "[next action]"
}Review flow
- Give the collection a neutral ID and define its source period.
- Link evidence for source, terms, notice, consent, ownership, or an explicit gap.
- Record processing and exclusions so a reviewer can see what changed.
- Assign a reviewer role and status.
Needs evidenceis a real outcome, not a failure to fill the row. - Recheck the row when the source, terms, processing, or intended use changes.
If the collection includes health data or another gated category, stop at research and status. Do not submit an intake, sample, or appraisal through this template.
Legal and privacy boundary
Rights, consent, notice, retention, customer commitments, and regulated records require the applicable owner and counsel review. A provenance log organizes those questions. It cannot prove that no prior public exposure or contamination exists and cannot replace a legal determination.
General information, not legal advice.
Sources
- Rightmark: Buyers