# Dataset Documentation Card

Describe a dataset's origin, fields, collection method, exclusions, transformations, limitations, license, privacy conditions, and exact version.

## Usage note

Create one card for the exact dataset version used in analysis, not merely for a project with a similar name. Link to detailed technical documentation when it exists and keep the card beside the data and analysis files. This editorial aid does not replace a data protection assessment, consent process, security review, license analysis, or formal model card.

## How to use this template

1. Identify the exact dataset, owner, purpose, collection process, coverage, unit, period, and version.
2. Document fields, units, allowed values, missingness, and derivations used in the analysis.
3. Record every cleaning, join, exclusion, and transformation with before-and-after counts.
4. Assess methodological limits, privacy, permission, license, retention, and unsuitable uses.
5. Review the card with data and domain owners, then publish or share only the approved version.

## Blank template

### Identity and provenance

- **Dataset title:** [Exact name]
- **Version or release:** [Stable identifier]
- **Responsible owner:** [Organization and contact role]
- **Original purpose:** [Why the data was collected]
- **Source location:** [Authorized URL or repository]
- **Collection period:** [Start and end]
- **Geographic or system coverage:** [Included scope]
- **Unit of observation:** [Meaning of one record]
- **Collection method:** [Observed, reported, inferred, generated, or joined]
- **Refresh schedule:** [Frequency and lag]

### Fields and processing

- **Field name:** [Name] — **Meaning/unit:** [Definition] — **Missing code:** [Value]
- **Derived field:** [Name] — **Formula:** [Calculation and inputs]
- **Record count received:** [Number]
- **Deduplication:** [Key, rule, and removed count]
- **Exclusions:** [Rule, reason, and count]
- **Joins:** [Source, key, unmatched records]
- **Manual changes:** [Who, why, and audit location]
- **Analysis-ready version:** [Checksum, tag, or dated filename]

### Governance and fitness checks

- [ ] Collection purpose and record-entry process are documented.
- [ ] Population coverage and missing groups are stated.
- [ ] Units, categories, dates, and time zones are explicit.
- [ ] Transformations can be reproduced from stored inputs.
- [ ] Personal or sensitive fields have approved handling.
- [ ] License, attribution, retention, and sharing terms are recorded.
- [ ] Known bias, error, lag, and unsuitable uses are visible.
- [ ] Version changes and update ownership are documented.