Attached to the SOW, not the email
A provenance schedule that lives in a message is a memory. Stapled into the statement of work with a name against every row, it is a term.
Buyer tool
Data Rights & Provenance SOW Checklist
Rights, consent, handling and hand-offs are usually assumed rather than written down, and the gap only surfaces once material is moving. This checklist produces a provenance schedule for the statement of work, with a named owner against every decision.
About this resource
Use it: Before collection, onboarding or data transfer begins.
300+ languages
1,000+ organizations served since 2015 across AI data, translation, localization, media, and interpretation.
1,000+ organizations served · 300+ languages · 4,500+ dialects
When to use this
Before collection, onboarding or data transfer begins.
This is an operational scoping aid, not legal advice. Use it to make permitted use, consent responsibilities and every hand-off visible in the SOW.
What it produces
A provenance schedule for the SOW: permitted use, a named owner per activity, and the record that stays with each item as it moves.
The checklist
Data Rights & Provenance SOW Checklist
Every question below is on the page as text. Use the link on any row to send a colleague straight to that one question.
| Ask this | A useful answer is specific about | What the answer actually tells you |
|---|---|---|
| What use of the material is actually permitted? # | The intended use, any limits on reuse or derivative material, and who must confirm a use that falls outside the stated purpose. | Whether the planned work fits the permission you have, or needs a separate decision. |
| Who owns each privacy, consent, metadata and quality decision? # | One named side for every activity, written into the SOW rather than left in an assumption. | Whether a sensitive responsibility has a real owner. |
| What contributor information is needed, and why? # | Eligibility, the consent record, the minimum metadata needed, and who may access it. | Whether recruitment can begin without collecting unnecessary or unsupported information. |
| Who may configure or operate the capture setup? # | The permitted operator, device boundary, and any restriction on passive capture or outward-facing equipment. | Whether the collection setup matches the agreed privacy boundary. |
| How does material move from collection to delivery? # | Each sender and receiver, the permitted transfer method, and the record kept at every hand-off. | Whether the chain of custody can be followed without reconstructing it later. |
| What happens when an item fails a handling or consent condition? # | Whether it is stopped, flagged, returned, or escalated, and who can make that decision. | Whether exceptions have a safe route or will be improvised during delivery. |
| What will prove the source and treatment of an item later? # | The provenance record that stays with the item or batch as it moves through the work. | Whether the buyer can explain where the material came from and what happened to it. |
How to fill it in
Make each answer specific before you assess it.
Work through each question with the supplier. An answer should name the evidence behind it; a general yes leaves the question open. Write down unresolved questions to discuss together.
What counts as evidence
Something you can inspect, tied to the work you are buying.
A named owner, a document you can open, a sample produced under the instructions you will actually use, or a test whose result changes the decision. A capability statement, an organisation-wide headcount, or a claim about a different assignment does not answer these rows.
The document
Take it with you.
The PDF needs no sign-in, carries every row on this page, and is free to forward, copy into your own process, or quote in a document of your own. If it will not open for you, tell us and we will fix it the same day.
What you are left holding
The record this produces, and where it goes next.
The checklist is not the deliverable. The deliverable is the written record it leaves behind, and the decision that record lets somebody make.
Where this fits
The buyer guide that uses this tool.
The guide explains what to look for; this checklist is what you take into the conversation. Both are published in full.
Security-controlled delivery
A procurement framework for ISO evidence, role-based access, secure file handling, AI/MT policy, supplier controls, audit trails, and closeout evidence.
Read the guideStuck on a row?