Hed-Core Academic Commons Data Management Policy

1. Introduction

The Hed-Core Academic Commons (“the Commons”) is dedicated to the responsible stewardship of research data, publications, and resources shared within its platform. This Data Management Policy outlines the principles, standards, and procedures for handling data to ensure integrity, accessibility, and sustainability.

2. Scope

This policy applies to:

• All datasets, publications, reports, and resources uploaded to the Commons.
• Metadata and documentation accompanying shared materials.
• Member contributions across repositories, forums, and collaborative projects.

3. Principles

The Commons’ approach to data management is guided by the following principles:

• Integrity: Data must be accurate, verifiable, and free from manipulation.
• Transparency: Metadata and documentation must clearly describe the origin, methodology, and limitations of datasets.
• Ethics: Sensitive data must be anonymized and comply with ethical research standards.
• Accessibility: Data should be openly available whenever possible, in formats that support reuse.
• Sustainability: The Commons commits to long‑term preservation and stewardship of shared resources.

4. Data Submission Requirements

Members uploading data must:

• Provide complete metadata, including author, date, methodology, and licensing information.
• Ensure datasets are anonymized if they contain personal or sensitive information.
• Use open, non‑proprietary formats (e.g., CSV, TXT, PDF/A) whenever possible.
• Include documentation that explains data collection methods, variables, and limitations.

5. Licensing and Access

• Data shared within the Commons is subject to open access licensing unless otherwise specified by the contributor.
• Contributors may apply specific licenses (e.g., Creative Commons, Open Data Commons) to govern reuse.
• Members must respect licensing terms when downloading, citing, or reusing data.

6. Preservation and Archiving

• The Commons maintains long‑term stewardship of datasets and publications.
• Redundant storage systems are used to ensure durability and prevent data loss.
• Archived materials remain accessible even if membership is terminated, unless removal is requested for legal or ethical reasons.

7. Data Use and Responsibilities

• Members and users must use data responsibly, ensuring proper attribution and compliance with licensing terms.
• Misuse of data—including misrepresentation, unethical application, or violation of privacy—will result in disciplinary action.
• Collaborative projects must establish clear agreements on data ownership, sharing, and publication.

8. Security and Protection

• All data is stored securely with encryption and controlled access.
• Regular audits are conducted to identify vulnerabilities and ensure compliance with international standards.
• Sensitive datasets are subject to additional safeguards, including restricted access and anonymization protocols.

9. Compliance

• The Commons complies with international data protection and research ethics frameworks, including the FAIR Principles (Findable, Accessible, Interoperable, Reusable).
• Members are responsible for ensuring their contributions comply with applicable national and institutional regulations.

10. Updates to This Policy

• This policy may be updated periodically to reflect evolving standards, technologies, or legal requirements.
• Members will be notified of significant changes.
• Continued use of the Commons constitutes acceptance of revised policies.

11. Acceptance

By uploading or using data within the Commons, members and users acknowledge that they have read, understood, and agreed to this Data Management Policy, along with the Community Guidelines, Code of Conduct, Terms of Use, Privacy Policy, and Accessibility Statement.