PRACTICAL WORKFLOWS

Data handoff template: document fields, sources and limitations

Package a dataset with a short data dictionary, validation summary and clear limitations.

By the ScrapeStack editorial team · Reviewed October 20, 2026

Send context with the file

A CSV tells the recipient what values exist, but may not explain what they mean. Include a short handoff note so the next person can assess freshness, completeness and appropriate use without reconstructing the collection process.

Dataset purpose:
One row represents:
Source and collection method:
Collection date or date range:
Files supplied:
Row count:
Unique identifier:
Known missing fields:
Validation performed:
Known limitations:
Owner for questions:

Add a small data dictionary

For each column, give its meaning, format and whether an empty value is allowed. For example, “collected_at” should say whether it records the time the page was fetched or the time the source published the record. Those dates answer different questions.

Explain validation precisely

Say which checks ran and how many rows they covered. “Compared 10 records against their source pages” is more useful than “fully verified.” Separate extraction success from real-world accuracy: a parser can faithfully copy outdated information.

Document what changed

List removed duplicates, normalized fields and any records excluded from the delivery. Retain the raw source export in an appropriate restricted location if it is needed for reproducibility. Share only the columns the recipient needs.

Confirm the receiving workflow

Ask the recipient to open a sample and confirm the field mapping before treating the handoff as complete. For approved business contacts moving into a communication workflow, the Kandrex resource checklist lists questions to verify about the destination tool. A dataset alone does not establish that outreach is appropriate.