Record templates: ten blank notes you can copy

English translation produced by the platform. It has not been reviewed by a native speaker and is not a certified translation. The Chinese version is the source.

These are blank working notes. They are not sworn statements and they are not any authority's form. Copy the one you need into your own text file. Fill in what you can, and write "don't know" where you cannot — leaving a line blank and writing "don't know" are not the same thing.

These files stay on your own device. This site does not receive them, does not upload them and does not ask for them.

Work record

A private working note, not a sworn statement.

Work number
Title or working title
Type: writing / book / illustration / photography / other / don't know
Your relationship to the work
Original file name and where it used to be kept (private)
What you have: original file / copy / web page / paper / other
When it was made (month or year alone is fine)
Basis for that date: my memory / a field in the file / an email at the time / a publication record / don't know
First publication date, place and version (as far as you know)
Co-created, made in employment, or commissioned?
Ever assigned or licensed: yes / no / unknown — on what basis
Was AI or third-party material used when making it: yes / no / unknown — what you know
How and when it was copied or exported
Where the existing metadata came from and any known changes
What is missing, why, and who might still hold it
Who filled this in, when, in what time zone, and whether from memory afterwards

Incident record

Private. Keep what you observed apart from what you infer.

Incident number
Related work number
Seen first-hand, or reported by someone else
Company or product you saw
Model or version visible (write unknown if you don't know)
Web address or session ID (may contain an access token — keep private)
Time you saw it, time zone, and how precise
Time came from: the device / the service display / memory afterwards
Time you are writing this note
Which file holds the full text you typed in
Had you supplied the original work or a similar fragment before: yes / no / unknown
How you supplied it, which file or link, and where
Visible retrieval, citations, attachments, custom settings and so on
Which file holds the output, and whether it is a download, copied text or a screenshot
Screenshot numbering and their order
Device and app; who actually operated it; known faults or omissions
Any retry or regeneration, and the separate incident number for it
Facts I saw with my own eyes
What I currently suspect
What I cannot confirm, or is missing

Preservation log

Not third-party certification.

Date and time, and where that came from
Who did it, and who helped (private)
Incident or work number
Source file and source device
Action: copy / download / export / screenshot / hash / backup / verify / share
Destination file or location
Tool and version (as far as known)
Device condition and known faults
Source file size and fingerprint (if you have them)
Destination file size and fingerprint (if you have them)
Do they match: yes / no / not checked
Failures or gaps
Who has access (private)
Start a new entry for the next action — do not overwrite an old one

Comparison table

A working note for human review, not a finding of infringement.

Work number, version and file
Incident number and output file
Did you supply the original work: yes / no / unknown — details
Retrieval, attachments and retries
Basis of comparison: original text / original image / screenshot / transcribed by hand
— Correspondence 1 —
Location in the work (page, paragraph, image region) and the fragment
Location in the output and the fragment
Specific similarities
Specific differences
Parts that may be generic facts, subject matter or style
Parts that are uncertain and need professional analysis
Names of annotated or cropped copies and their source files
— Correspondence 2 (add if needed) —
Who recorded this, and when

Derivative and redistribution record

Keep the original.

Parent file name or evidence number
Parent file SHA-256 (leave blank if not computed)
New copy file name
What was done: crop / draw boxes / export PDF / convert format / redact / other
Software used and who operated it
When it was done, and where that clock came from
What specifically changed, and why
New copy SHA-256 (leave blank if not computed)
Where the original is kept (private)
What the new copy is for: comparison / sharing / other

Rights and licence record

Record facts only. Where something is unknown, do not guess.

Work number and your role
Co-authors, employer, commissioning party, publisher, assignee (private)
File names of existing contracts, orders or emails
Contract signature date, and the basis for it
Who was licensed, for what purpose, territory, duration, exclusivity, sub-licensing (leave blank if unclear)
First publication version, date, URL, ISBN if any
Existing registration certificate, application or refusal — country, number, date
Historical platform terms and their versions
Terms obtained today (kept separate from the historical ones)
Was training already refused, or rights reserved, at the time: yes / no / unknown
Where that was stated, in machine-readable or another form, who set it, when it took effect and on what basis
Anything added only today (must not be presented as historical)
Existing sales, licences or client cancellations — amount, currency and period (may be blank)
Existing contacts, complaints or replies (may be blank)
Country or region of residence, creation, first publication and possible use (do not guess)
Intended court or live case (write not_started if none)
Material still to be obtained, and who holds it

Pre-sharing check

Not the engagement of a lawyer and not authorisation to litigate.

Named recipient
Purpose
The specific list of files being shared this time
Who authorised it, and on what date
Does it contain unrelated chats, a home address, GPS, a client list, keys or trade secrets
What unrelated material was removed; how the redacted copy relates to the original
Where the original is kept (not shared by default)
Are the recipient's retention and re-sharing rules clear
Is there a clear channel and limit for withdrawing authorisation
If consent is missing or permissions cannot be verified: do not send it yet. You can still keep it locally and take part.

Training clue

This is not a "training confirmed" label.

Work or incident number
Source: the company's own documentation / a lawfully accessible dataset / a public court filing / third-party reporting / the model's own claim / other
Source URL, title, publisher, publication date, date you obtained it
Dataset name, version, entry ID or locator
What the entry actually contains: file content / a link / a title / a summary / don't know
Why you think it corresponds to your specific version
Do you know which model and version it went into: yes / no / unknown
Independent material supporting the model-to-dataset connection
Could this be only retrieval, prompt input or third-party republication
How you obtained it

Handing over to a professional (China)

A list of facts for a professional to check. Not a court application, not a notarial deed, not platform certification.

Existing work, rights and incident numbers
Where the evidence is and who controls it
How it was generated, stored, transmitted and extracted
The actual device, app and any known faults
Where the original medium, copies, screenshots and full context are kept
Who operated, the steps, the times and where the time came from
Any neutral-platform original record, existing notarisation or other business records
Specific facts showing the evidence may disappear or later be hard to obtain
Any existing case, intended court, or deadline notice
For the professional to check: the rules currently applicable; whether pre-litigation evidence preservation applies; whether notarisation, expert examination or platform assistance is needed; cost, risk and time limits
Basis: S06 Copyright Law article 57; S07 evidence provisions articles 93–95

Handing over to a professional (India)

FACTS ONLY. Not a section 63 certificate, affidavit, expert report or court filing. Do not sign as an expert. Do not invent device identifiers or claims of normal operation.

Work, incident and file identifiers
Relevant court or proceeding, start date, and any pending earlier proceedings
Person who actually captured or copied the record
Under whose lawful control the record, device or source sits
Known device and application, operating condition and faults
How the specific electronic output was produced
Source and destination file names, size and the actual SHA-256 report (if available)
Dates, local time zones and the basis for the time
Missing facts, and records held by other parties
Sensitive device identifiers: provide only if required, through a secure professional channel
For Indian professional review: BSA applicability, commencement and transitional s.170; s.63 conditions, Parts A and B and the appropriate signatory or expert; applicable case law and timing of submission
Sources: S08; source and version status are listed on the law pages