# Surgical dataset description and preview checklist

Template version 1.0, October 18, 2026. Original planning resource by Operavue.

Use this editable document to describe a proposed release before a licensing decision. It is a blank planning template, not available inventory, a contract, a certification, or permission to transfer data. Record what exists separately from what might be collected or prepared.

Use project-specific reference IDs. Do not include patient information, clinical media, raw patient identifiers, private access links, or credentials in this document or an Operavue website inquiry. Record sensitive evidence by reference in the parties' approved review system.

## 1. Document and evidence status

For each material claim, use one of these statuses:

- **Supplier-attested:** reported by the supplier; supporting verification has not been completed.
- **Verified for stated scope:** a named reviewer checked the identified evidence using a recorded method and date. State the sample or population checked and any exceptions. This status applies only to that field and scope.
- **Unknown:** not yet established. Do not treat a blank field as a favorable result.
- **Not applicable:** explain why the field does not apply.

| Document field | Complete for this discussion |
| --- | --- |
| Working dataset/release name and ID | [ ] |
| Description version and date | [ ] |
| Prepared by; responsible organization | [ ] |
| Intended reviewer or buyer | [ ] |
| State of supply | [Existing recordings / proposed collection / mixed; distinguish each component] |
| Intended research task and target population | [ ] |
| Questions this release is not designed to answer | [ ] |
| Open decisions and responsible parties | [ ] |

Maintain this evidence log throughout the discussion:

| Claim or field | Status | Evidence reference | Method, reviewer, date, and checked scope | Exceptions or next action |
| --- | --- | --- | --- | --- |
| [ ] | [ ] | [ ] | [ ] | [ ] |

## 2. Composition and quantities

Report quantities with their counting rule, as-of date, and evidence status. Do not present proposed collection targets as existing recordings. Distinguish unique procedures from clips, camera views, augmentations, and repeated exports.

| Field | Existing component | Proposed component | Counting rule, status, and evidence reference |
| --- | --- | --- | --- |
| Procedure types and inclusion/exclusion criteria | [ ] | [ ] | [ ] |
| Unique source procedures | [ ] | [ ] | [ ] |
| Distinct patients, if authorized linkage exists | [ ] | [ ] | [Otherwise unknown] |
| Acquisition sites and recording devices | [ ] | [ ] | [Define site and device instance/model] |
| Source recordings; delivered clips; views per clip | [ ] | [ ] | [ ] |
| Duration | [ ] | [ ] | [Procedure hours / per-view recording hours / delivered clip hours] |
| Capture period and population coverage | [ ] | [ ] | [Use approved aggregate descriptions] |
| Available versus requested annotations | [ ] | [ ] | [ ] |
| Missingness, selection constraints, and known source overlap | [ ] | [ ] | [ ] |

## 3. Media and accompanying signals

Attach a per-stream specification if configurations vary. An aggregate label such as "2K stereo" does not describe the raster, timing, or usable geometric information by itself.

| Field | Value or explicit unknown | Evidence status and reference |
| --- | --- | --- |
| Recording source | [Optional headset / endoscope / microscope / other; existing or planned] | [ ] |
| Camera model, mounting, field of view, relevant settings | [ ] | [ ] |
| Per-view width × height in pixels; view layout/order | [ ] | [ ] |
| Container, codec, pixel format, color space, bit depth | [ ] | [ ] |
| Nominal and measured frame rate; constant or variable | [ ] | [ ] |
| Time units, time origin, timestamp source, missing/dropped frames | [ ] | [ ] |
| Stereo synchronization method, measured skew, and test scope | [ ] | [ ] |
| Calibration files, coordinate frames, units, validity conditions | [ ] | [ ] |
| Raw versus rectified imagery; transformations and software versions | [ ] | [ ] |
| Audio, telemetry, robot state, or commanded actions | [Present / absent / proposed, with fields and rates] | [ ] |
| Cross-stream alignment and known gaps | [ ] | [ ] |
| Focus, occlusion, exposure, motion, and usable-region limitations | [ ] | [ ] |

Video alone does not establish robot actions or control supervision. Identify the measured signals required for the intended task and any missing fields.

## 4. Labels and review

| Field | Description | Evidence status and reference |
| --- | --- | --- |
| Annotation task, vocabulary, and guideline version | [ ] | [ ] |
| Unit of labeling and temporal/spatial boundaries | [Frame / interval / procedure / region; define conventions] | [ ] |
| Human, model-assisted, or automated source | [ ] | [ ] |
| Annotator qualifications and assignment process | [Record documented qualifications without implying review by a named person] | [ ] |
| Review, adjudication, and disagreement handling | [ ] | [ ] |
| Quality metric, denominator, sampling method, and exceptions | [ ] | [ ] |
| Unlabeled, uncertain, or excluded segments | [ ] | [ ] |

## 5. Source lineage and evaluation separation

- Stable procedure and source-recording identifiers: [ ]
- Mapping of clips, both stereo views, transcodes, augmentations, and labels to the source: [ ]
- Train/validation/test assignment and version: [ ]
- Intended holdout unit: [Procedure / patient / site / device / time / other; explain]
- Known patient linkage coverage and limitations: [ ]
- Known overlap with other releases, public datasets, or prior delivery: [ ]
- Who can access held-out data, when, and for what purpose: [ ]
- Split-check method, result, scope, and unresolved conflicts: [ ]

Checking supplied identifiers can find some conflicts. It cannot prove independence when the identity mapping or source history is incomplete. Record those gaps explicitly.

## 6. Authority, permitted use, and privacy review

Record the current status and the appropriate institutional or contractual decision-maker. A surgeon's participation alone does not establish authority to license a recording. A completed technical check does not establish permission or privacy compliance.

| Review item | Current status and responsible party | Evidence reference or decision still required |
| --- | --- | --- |
| Source holder and authority to discuss or license the material | [ ] | [ ] |
| Required institutional, participant, and other permissions | [ ] | [ ] |
| Proposed training, evaluation, publication, and redistribution uses | [ ] | [ ] |
| Recipient, access, retention, and downstream-use restrictions | [ ] | [ ] |
| Privacy review of pixels, audio, text overlays, filenames, and metadata | [ ] | [ ] |
| De-identification approach, reviewer, scope, and residual limitations | [ ] | [ ] |
| Security review, transfer controls, and required agreements | [ ] | [ ] |
| Conditions that must be met before any sample or full release | [ ] | [ ] |

The executed agreements and required approvals govern any use. This template does not supply those approvals or establish HIPAA compliance.

## 7. What a buyer can inspect before licensing

Agree on what can be shared and the approved route before transferring any material. A sample may require separate permissions. A metadata-only or synthetic example can be used when clinical material is not approved for review; label it accurately.

| Preview item | Proposed contents and selection method | Approval/access status | What it can and cannot establish |
| --- | --- | --- | --- |
| Aggregate composition summary | [ ] | [ ] | [ ] |
| Schema, data dictionary, and manifest excerpt | [ ] | [ ] | [ ] |
| Approved sample, metadata-only preview, or synthetic example | [ ] | [ ] | [ ] |
| Annotation guideline and permitted label examples | [ ] | [ ] | [ ] |
| Quality and split-check summaries | [ ] | [ ] | [ ] |

- Sample representativeness: [Explain selected procedures, devices, sites, difficulty, exclusions, and known selection bias.]
- Approved transfer route and access owner: [Reference the agreed process; do not paste a credential or private link.]
- Permitted inspection activities, reviewers, retention period, and deletion process: [ ]
- Buyer findings, mismatches, and questions to resolve: [ ]

## 8. Acceptance, exclusions, and version changes

Define these items jointly before delivery; leave unresolved requirements marked unknown.

| Criterion | Measurement and unit | Agreed threshold or decision | Checked scope | Handling of failures |
| --- | --- | --- | --- | --- |
| [ ] | [ ] | [ ] | [ ] | [ ] |

- Explicit exclusions and unsupported uses: [ ]
- Delivery format, manifest version, checksums, and correction process: [ ]
- Planned versus approved delivery dates and dependencies: [ ]
- How rejected, missing, or replaced items are counted: [ ]
- Changes since the preceding description, release, or sample: [ ]
- Remaining decisions before acceptance: [ ]

## 9. Provider preparation and buyer review

| Providers prepare | Buyers inspect |
| --- | --- |
| Identify the source holder and institutional decision-makers. | Confirm who can authorize the proposed use and which approvals remain open. |
| Separate existing archive quantities from capture targets. | Compare the available population and units with the intended research task. |
| Record hardware, original files, transformations, and missing signals. | Check per-view specifications, timing, calibration, and task-specific requirements. |
| Preserve source lineage and document annotation methods. | Inspect label meaning, provenance, held-out design, and known overlap. |
| Propose an approved preview process without sending patient material through public forms. | Agree on sample scope and access conditions before receiving it. |
| Identify preparation costs, responsibilities, and commercial questions. | Resolve acceptance conditions and negotiated compensation separately from technical evidence. |

Minimum guarantees, revenue shares, prices, and payment timing belong in the parties' agreed commercial terms. This description promises no amount, availability, delivery date, or transaction.

You may adapt this template for your project. For a business inquiry, visit [Operavue](https://operavue.com/contact) and share only a non-confidential, high-level description. Do not upload this completed document if it contains sensitive information.