A rights review of a dataset can lose value if later additions are not identifiable. Preserve the relationship between the reviewed assets and the version actually used.
WIPO's IP-audit guidance supports identifying the assets and relationships used in business activities. WIPO — Uncovering IP Risks and Potential: IP Audit.
Keep the membership record
For a character-image training project, retain source identifiers and the relevant permission basis for the included material. Do not let a generic approved-folder name conceal unreviewed later additions.
Revisit meaningful changes
If the dataset or proposed activity changes, assess the affected rights questions through the appropriate process. This is a record-control framework, not a determination that a particular training use is lawful. The actual permissions and applicable law still govern the decision.
Source reviewed 25 October 2026. Interpretation and original diagrams: PLUSHIP / Qunhe. Examples are illustrative.
Related reading
Crediting a Creator Does Not Describe the Entire Permission to Use an Asset
A File Hash Can Identify an Artwork Version Without Identifying Its Owner