Data intake checklist

Template: Make a copy and replace bracketed fields. Do not enter credentials, secrets or sensitive records in this document.

Field	Details
Project / client	[Name]
Data owner	[Name and business role]
Requested by	[Name]
Intake date	[YYYY-MM-DD]
Target system	[System and environment]
Approval status	[Pending / Approved]

1. Purpose and permitted use

• [ ] Business purpose and expected outcome documented
• [ ] Source owner authorizes collection and processing
• [ ] Data classification and applicable retention rules confirmed
• [ ] Only necessary fields requested

2. Source inventory

Source	Format	Approx. rows	Owner	Transfer method	Notes
[Name]	[CSV / XLSX / JSON / API]	[Count]	[Role]	[Approved method]	[Notes]

3. Structure and quality

• [ ] File encoding, delimiters and header rows confirmed
• [ ] Unique identifiers and expected date formats identified
• [ ] Required fields and valid values defined
• [ ] Nulls, duplicates and known exceptions documented
• [ ] Sample file uses synthetic or appropriately protected data

4. Transfer and handoff

• [ ] Approved encrypted transfer/storage location selected
• [ ] Access granted using least privilege
• [ ] Delivery due date and contact agreed
• [ ] Retention and secure deletion expectations recorded
• [ ] Receipt and next validation step acknowledged

Intake decision: [Accept / Request changes / Decline]

Reviewed by: [Name, role, date]