Ask a Research Collaborator to Identify a Dataset Version

Before you write

Use this example when your analysis depends on a shared dataset and the exact approved version is unclear in the working folder. Gather the details below so the recipient can act without asking you to reconstruct the situation.

• Project reference
• Candidate dataset identifiers
• Authorized data-access boundary

An email you can adapt

The subject “Dataset-version check for [project]” identifies the request. Replace each bracketed field with a checked detail and remove any sentence that does not describe your situation.

Subject: Dataset-version check for [project]

Hi [name],
Before continuing [analysis], please confirm which approved dataset version we should use. The folder contains [identifiers], and the difference may affect [specific result]. Please provide the version reference and permitted-use notes through the authorized project channel. I have not merged the files or shared them outside the approved group. If the current version is still being checked, please state that so we can plan the next step appropriately.
Best, [sender]

Check the boundary

A newer file timestamp does not establish that a dataset is approved, comparable or suitable for the same use.

What a useful reply should settle

The response should identify a checked version and its relevant handling or analysis boundary.

Record that version with the analysis so later readers can understand what information the work actually used.