Dataset documentation
Dataset documentation is the information needed to understand and responsibly use a dataset. It can include a data dictionary, collection description, version history, quality findings, intended uses, and restrictions. The Datasheets for Datasets proposal provides a structured approach to recording motivation, composition, collection, and recommended uses.
How it works
Document what each field or annotation means, how examples were selected, which periods or groups are covered, and what transformations were performed. Explain missing values, known biases, exclusions, and relationships between records. Record source and version information so recipients can interpret updates.
Separate public or shareable documentation from confidential review notes. A document should reveal useful limitations without exposing sensitive examples, credentials, or internal legal discussions.
Why it matters for licensing
Documentation can support technical evaluation and licensing due diligence. A recipient needs both usable field meanings and a clear account of permitted activities. A description of permissions should point to the governing agreement rather than silently replacing it.
Example
Fictional example: An export includes a field called “closed_at.” Its dictionary explains that this is administrative closure, not necessarily the time work ended, and describes a change in the rule midway through the dataset’s history.
Limitations and misconceptions
Documentation can be outdated or incomplete. It is evidence to assess, not a certification of truth, legal compliance, or fitness for every task. Ownership and maintenance responsibility should be explicit so corrections reach downstream users.
Questions to ask
- Can a new recipient interpret each field and known limitation without guessing?
- Are collection, transformations, rights, and versions described?
- Who maintains the documentation and communicates corrections?
Sources
- Gebru et al. — Datasheets for Datasets · Accessed
- W3C — PROV Overview · Accessed
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