Databases and spreadsheets require metadata and documentation at a number of levels to ensure that they can be preserved and reused reliably. The following elements should be recorded and stored with the dataset:

Element	Description
Project Title
Name of database/spreadsheet file

Repeat the following section for each worksheet/table within your spreadsheet/database:

Element	Description
Name of worksheet/table
Purpose of worksheet/table
Number of rows of data
Primary keys (database only)
Foreign keys (database only)

Repeat the following section for each column/field within your spreadsheet/database:

Element	Description
Field Name	Name of database field or spreadsheet column.
Field Description	Full description of fields and codes or terminology used. Alternatively, codes used within a dataset can be supplied as a separate document.
Data type and field length (database only)

The elements above essentially make up the ‘data dictionary’ commonly associated with databases. In addition, for databases in particular, it is also necessary to describe the relationships between tables either in words or by the inclusion of an entity relationship diagram.

Documentation can also include any extra features in the spreadsheet or database that require preservation, for example, formulae, queries, macros, and comments. These can generally be stored alongside the data as text files.