Introduction
The Commons Repository is a shared resource that depends on clear rules to remain reliable, transparent, and sustainable. These policies ensure that contributions meet community standards, comply with legal requirements, and maintain the integrity of our collective knowledge.
File Size and Format Limits
- Maximum File Size: Uploads to the Commons site should not exceed 10 MB. Larger files must be stored externally (e.g., Zenodo) and linked back.
- Accepted Formats:
- Text: PDF, DOCX, Markdown
- Data: CSV, XLSX, JSON
- Media: PNG, JPG, MP4 (small clips only)
- Preferred Format: PDF for finalized documents, ensuring consistency and easy access.
Licensing and Intellectual Property
- Open Licensing: All contributions should use an open license (e.g., Creative Commons Attribution or CC BY‑SA) unless restricted by law or organizational policy.
- Author Attribution: Contributors must list all authors and collaborators in metadata.
- Copyright Compliance: Members must ensure they have the right to share any uploaded content.
- Restricted Materials: Proprietary, confidential, or copyrighted works without permission are not allowed.
Compliance and Standards
- Community Guidelines: All documents must align with the Commons Code of Conduct.
- Legal Requirements: Contributions must comply with applicable laws, including data protection and privacy regulations.
- Accuracy: Documents should be fact‑checked and reviewed before finalization.
- Ethics: Content must respect diversity, avoid discriminatory language, and uphold community values.
Versioning and Archiving
- Version Control: Each update should be uploaded as a new version in Zenodo, which automatically links versions under the same DOI.
- Archiving: Outdated documents remain accessible but are clearly marked as “Archived” to avoid confusion.
- Retention: All versions are preserved to maintain transparency and historical record.
Access and Permissions
- Public Access: Most repository documents are open to all members and, when appropriate, the wider public.
- Restricted Access: Sensitive materials may be limited to specific groups or roles.
- Contribution Rights: Only registered members can upload or edit documents; external users may view but not contribute.
Enforcement
- Review Process: Repository Managers review submissions for compliance with these policies.
- Corrections: Non‑compliant documents will be returned to authors with feedback.
- Violations: Repeated breaches may result in restricted contribution rights.
Note
These policies are designed to protect the integrity of the Commons Repository while encouraging open collaboration. By following them, members ensure that our shared library remains trustworthy, accessible, and globally relevant.