Introduction
The Hed-Core Academic Commons Repository, as a storage space, is a structured system that connects collaborative drafting, permanent preservation, and easy access. This guide explains how the repository works, the workflow behind it, and how members can engage with it effectively.
The Repository Workflow
1. Drafting in the Commons
- Version history is automatically tracked, so changes are transparent and reversible.
- Members begin by creating and editing documents inside Commons in a Box (CBOX) using BuddyPress Docs.
- Drafts are collaborative: multiple members can contribute, comment, and refine content.
2. Finalization
- Once consensus is reached, the document is marked as “final.”
- The facilitator or designated editor exports the document into a stable format (PDF, Word, or Markdown).
- This version becomes the official record of the Commons.
3. Permanent Storage in Zenodo
- The finalized document is uploaded to Zenodo, our external repository partner.
- Zenodo assigns a DOI (Digital Object Identifier), ensuring the document is permanent, citable, and globally accessible.
- Metadata (title, authors, keywords, license) is added to make the document discoverable.
4. Integration Back into the Commons
- The DOI link or Zenodo embed code is placed on the relevant Commons page.
- Members can view the document directly inside the Commons or click through to Zenodo for the full record.
- This keeps the Commons lightweight while ensuring long‑term preservation.
5. Access and Discovery
- Documents are organized into categories: Governance, Legal, Operational, Training, and Community Contributions.
- A search bar allows members to find documents quickly.
- Updates and new additions are announced on the Repository Updates page.
Roles and Responsibilities
- Authors: Draft and contribute documents.
- Editors/Facilitators: Review drafts, finalize versions, and upload to Zenodo.
- Repository Managers: Ensure metadata accuracy, maintain categories, and oversee compliance.
- Members: Access, read, and cite documents; provide feedback and suggest improvements.
Benefits of the Workflow
- Transparency: Drafts and changes are visible to all members.
- Preservation: Final versions are stored permanently with DOIs.
- Accessibility: Documents are easy to find and use within the Commons.
- Global Recognition: Contributions are part of the wider knowledge ecosystem.
How to Engage
- If you’re drafting: Start in BuddyPress Docs within your group.
- If you’re finalizing: Export and upload to Zenodo, then link back to Commons.
- If you’re browsing: Use the Repository Library to explore categories and search.
- If you’re citing: Copy the DOI from Zenodo for reliable references.
NOTE
The Repository Guide is your roadmap to understanding how our Commons knowledge is created, preserved, and shared. By following this workflow, every member contributes to a system that is transparent, sustainable, and globally connected.