Open Science for Arts, Design and Music/DMP

Research Data Management / Data Management Plan of the project Open Science for Arts, Design and Music.

Last update: March 2025, Iolanda Pensa

Policies and requirements

Objective of the project Open Science for Arts, Design and Music

The project aims at supporting the Swiss disciplinary field of arts, design and music in implementing the swissuniversities Open Access action plan 2021-2024 in collaboration with key stakeholders. More specifically the project involves a network of Swiss schools of art design and music and it develops centralised and local services. The centralised service produces guidelines and solutions for a selection of case studies with the support of a legal team, it produces webinars and training for the local staff, it involves Swiss institutions in international networks and it triggers Green, Gold and Diamond

Open Access among the publications in the field of ADM. At a local level, the different schools involved notify case studies, receive training and coaching to support their researchers, teachers and collaborators, to include Open Access and Open Data (i.e. copyright management, open licenses, multimedia formats, reviewing processes) within students’ curricula and to negotiate with national publishers specialised in ADM. The project contributes to alternative forms of publications and it participates to international initiatives: it implements in 2022 the guidelines, in 2023 training and coaching, and in 2024 the negotiations with institutional, national and international publishers.

Agreements

"The project and all its content are released under the Creative Commons attribution license (CC BY 4.0); data are released under the Creative Commons zero license (CC0). Attribution is provided to the specific authors and the project (with a link to the project full credits)." (Project description)-

Relevant policies

FAIR data principles
CARE principles
swissuniversities policies related to brand and open science
SUPSI policies
- SUPSI policy related to the protection of personal data and Cantonal law (LPDP) under review * Federal law (nLPD) from 01/09/2023
- SUPSI Open Science guidelines: principle of open by default
- SUPSI open access policies

Guiding Principles

Open by default: As Open as possible, as closed as needed
Lawful and good faith in the use of data
Transparency: inform about how data is used
Define purpose and methods: Research Data Management / Data Management Plan
Proportionality: only use data you need
Delete unnecessary data
Ensure the security of the data which need to be protected

Documentation produced and collected during the different phases of the project


WPs / Activities	Data produced (primary data)	Data collected (secondary data)	Ethical issues, privacy, security, copyright issues
Coordination	Reports Administration / management: contracts, bills, mandates Slides of the meetings, recordings of meetings among the partners, meetings with the advisory board Financial statements from partners Reports from partners	Adminsitration / management: bills, CV, personal information of people involved Communications from swissuniversities - reviews, comments, feedback Communications from stakeholders Email from partners / experts inolved	Administrative data are confidential. CV and other personal data need to be erased as soon as possible. Important to use tools and storage systems recommended by the institutions (SUPSI for the leading organisation). Reports can be made available but they can not include confidential informations Slides of the meetings can be made available under CC BY 4.0 Important to use free and open software as much as possible (Meta-Wiki, BBB, zenodo, OSF...)
Case studies	Case studies produced by the partners Reply to the case studies	Documentation related to specific projects cited in the case studies	Informing partners that we are creating public case studies with the documentation they provide (the CC BY license is already included in the project) Request of authorisations from people interviewed (communication by email) to record interviews and release them under CC BY-SA. It can be useful to produce a DOI for the case studies
Guidelines	Annotated bibliography Texts Images - adapted, produced ex novo Existing publications related to Open Science in CC BY or CC BY-SA Documentation about research practices in the field of ADM Analysis of a selection of case studies produced with the support of legal advice Guidelines edited with graphic design	Bibliography References Content from other guidelines Images from other guidelines	We want the guidelines to be as open as possible and as easily reusable as possible. CC0 is the most suitable tool. We can provide a "recommended citation" We need to respect licenses and share alike of some of the images used (license with "unless otherwise stated") Important to have a DOI for the guidelines Important to make the version clear
Training	Recording Text describing the event Documentation of training promoted by the partners	Slides from speakers	Authorisations from the speakers to record and to released the recordings under CC BY-SA (by email). Explicitly indicating the license on all documents and communications Important to make the videos available also outside proprietary social media Important to produce a DOI for each training
Publications	Documentation about practices of publishers specialised in ADM in the field of Open Access List of publications Recorded interviews with experts and people involved in the publications Meetings with publishers, journals Case studies related to 3 publishers Case studies related to institutional publications	Documents related to the publishers (issues of the publications, open access policy...) Information about the publication (policies, practices, agreements...)	Informing publishers / journals that we will produce a case study about them Providing information about the case study (link, request of feedback) It can be usesul to produce a DOI for the case studies Explicitly indicating the license on all documents and communications Authorisations from the speakers in case of interviews and recorded interviews
Dissemination and communication	Website of the project Project pages in the websites of the partner institutions	References to documentation from others	Use of Meta-Wiki. Important also to make a backup of the pages on OSF for permanent storage. Important to facilitate the reuse of the content produced All content is essentially published on Meta-Wiki; important to make sure confidential information is not included

Management of the data

Data, documentation	Owner	Size estimate	Software, formats	License, terms	Ethics			Temporary storage	Collaboration with online open communities			Preservation plan
Data, documentation	Owner	Size estimate	Software, formats	License, terms	Privacy, confidentiality	Criticality (0-3)	Necessary actions	Temporary storage	Wikimedia Meta-Wiki	Wikidata	Wikimedia Commons	OSF (with DOI)	Zenodo (with DOI)
Project description	SUPSI and authors	< 1 giga	pdf and on Meta-wiki	Double license CC BY and CC BY-SA	1	0	Financial content should not be included	google drive	Open Science for Arts, Design and Music	Q116859240	Category:Open Science for arts design music	osf.io/fxuej	Community https://zenodo.org/communities/os-adm
Administrative data	People and organisations involved	< 1 giga	.doc, pdf	©	Confidential	3	Protect, confidential	SUPSI Microsoft OneDrive	Confidential
Guidelines	SUPSI and authors	< 1 mega	pdf, on Meta-wiki	CC0	0	0	√ Correct attribution and full credits	google drive	Open Science for Arts, Design and Music/Guidelines	Q131994936	File:Open Science for Arts, Design and Music - Guidelines for Researchers, Librarians and Practitioners in the Humanities.pdf	https://osf.io/fd52b/	10.5281/zenodo.13896780
Images included in the guidelines	SUPSI and authors	< 1 giga	SVG file	CC0 or CC BY-SA, CC BY according to the source	0	0	√ Correct attributions and licenses	google drive	/	/	Category:Guidelines of Open Science for arts design music
Training - description and slides	Released under CC BY-SA in agreement with the people involved	< 50 giga	Meta-wiki and pdf	CC BY-SA and CC BY 4.0	0	0	√ Correct attributions and licenses (also on specific slides)	google drive	Specific page for each training - Landing page Open Science for Arts, Design and Music/Training	/	Category:Training Open Science for arts design music	https://osf.io/yhr7s/
Training - videos		< 50 giga	mp3		0	0	√ Correct attributions and licenses	BBB and google drive		/	Category:Training Open Science for arts design music	https://osf.io/yhr7s/
Presentations of the project - slides	Authors	< 1 giga	pdf	CC BY-SA or CC BY 4.0	0	0	√ Correct attributions and licenses (also on specific slides)	google drive	Open Science for Arts, Design and Music/Presentations	/	Category:Presentations Open Science for arts design music	https://osf.io/f5g6z/
Presentations of the project - recordings	Authors (events involved)	< 50 giga	mp3	CC BY-SA 4.0	0	0	√ Correct attributions and licenses. Sometimes difficult to access the recordings because they belong to the hosting organisation	BBB and recordings by the hosting organisation (youtube or other sources)	Open Science for Arts, Design and Music/Presentations	/	Category:Presentations Open Science for arts design music	https://osf.io/f5g6z/
Case studies provided by the all partners	Partners	< 1 giga	Meta-wiki, .doc and pdf	CC BY-SA and CC BY 4.0	0	0	√ Credits	google drive and Meta-Wiki	Open Science for Arts, Design and Music/Guidelines/Case studies	/	/	https://osf.io/4yph3/
Publications (case studies)	SUPSI and authors + people and institutions involved	< 1 giga	Meta-wiki and pdf	CC BY-SA and CC BY 4.0	1	1	√ Credits and eventually a check with the institutions involved	google drive and Meta-Wiki	Open Science for Arts, Design and Music/Publishers	/	/	https://osf.io/4yph3/
Meetings with the partners - slides	SUPSI and authors + partners	< 50 giga	pdf	CC BY-SA or CC BY 4.0	1	1	√ Checking to avoid confidential information (data about people and finances)	google drive		/	Category:Presentations Open Science for arts design music	https://osf.io/safk7/
Meetings with the advisory board - slides	SUPSI and authors + members of the advisory board	< 1 giga	pdf	CC BY-SA or CC BY 4.0	1	1	√ Checking to avoid confidential information (data about people and finances)	google drive		/	Category:Presentations Open Science for arts design music	https://osf.io/cpwqu/
Reports	SUPSI and authors + partners	< 1 giga	pdf, on Meta-wiki	CC BY 4.0	1	1	√ Checking to avoid confidential information (data about people and finances)	google drive	Open Science for Arts, Design and Music/Report	/	/	https://osf.io/9vywu/

Specific data

List of training

Full list of the trainings organised within the project Open Science for Arts, Design and Music, 2022-2024. The video are released under CC BY 4.0; slides are in CC BY 4.0 or CC BY-SA 4.0.

The videos in a playlist on Peertube

Date	Title	Convenor-s	Format	Language	Target audience	Recording	Slides	OSF	DOI
Nov 3, 2022	Creative Commons: “The challenges and opportunities of Creative Commons licenses for GLAMs - galleries, libraries, archives and museums	Brigitte Vézina, Creative Commons International	Webinar	English	General	https://osf.io/s7vaw		[1]
Nov 3, 2022	The Challenges and Opportunities of Swiss Copyright Laws Related to Cultural Heritage and the Role of ProLitteris	Noa Bacchetta, lawyer	Webinar	English	General	https://osf.io/mr36h		[2]
Nov 3, 2022	The challenges and opportunities of collecting, storing and sharing sounds (Gramophone)	Günther Giovannoni, Fonoteca Nazionale Svizzera (Lugano)	Webinar	English	General	https://osf.io/hux3c/		[3]
Nov 3, 2022	Tips and tricks to open a bigger window on arts and humanities research	Erzsébet Tóth-Czifra, Open Science Officer at DARIAH	Workshop	English	Researchers and librarians working in arts and humanities	n.a.		[4]
Nov 3, 2022	Le sfide legali dell’Open Access: copyright, licenze open (CC e FOSS) e privacy	Suzanna Marazza, USI-CCDigitalLaw	Workshop	Italian	General	n.a		[5]
Feb 8, 2023	Creative Commons and Open Science for Arts, Design and Music: Session 1	Brigitte Vézina, Creative Commons International	Webinar	English	Researchers and librarians working in arts and humanities	https://osf.io/bsguf		[6]
Feb 15, 2023	Copyright and Open Access in Switzerland	Suzanna Marazza, USI-CCDigitalLaw	Webinar	English	General	https://osf.io/2swvx		[7]
Mar 8, 2023	Creative Commons and Open Science for Arts, Design and Music: Session 2	Brigitte Vézina, Creative Commons International	Webinar	English	Researchers and librarians working in arts and humanities	https://osf.io/a7g3r		[8]
Mar 15, 2023	Copyright and Open Education Resources [Il diritto d'autore nell'insegnamento e l'Open Access]	Suzanna Marazza, USI-CCDigitalLaw	Webinar	Italian	Academic staff	https://osf.io/w5egf		https://osf.io/pjvny/
Apr 5, 2023	Creative Commons and Open Science for Arts, Design and Music: Session 3	Brigitte Vézina, Creative Commons International	Webinar	English	Researchers and librarians working in arts and humanities	https://osf.io/cynd6		[9]
Apr 17, 2023	Introduction to copyright and open access, with a focus on social media [Introduzione al copyright e all'open access con un focus sui social media. Incontro dedicato agli studenti di comunicazione visiva]	Suzanna Marazza, USI-CCDigitalLaw	Workshop	Italian	Students of visual communication	https://osf.io/7ruqh/		https://osf.io/ah6zw/
Apr 19, 2023	A conversation with ProLitteris	Noa Bacchetta, lawyer Philip Küble, ProLitteris	Webinar	English	Researchers and librarians working in arts and humanities	https://osf.io/cwe79		https://osf.io/s64ap/
Apr 26, 2023	Introduction to DARIAH/DARIAH-CH	Cristina Grisot, DARIAH-CH	Webinar	English	Researchers and librarians working in arts and humanities	https://osf.io/ahz8e		https://osf.io/tpj4w/
May 3, 2023	Wikidata for Arts and Humanities	Daniel Mietchen	Webinar	English	Researchers and librarians working in arts and humanities	https://osf.io/z2hd3/	n.a	https://osf.io/ju25h/
May 31, 2023	Introduction to Data Management Plan: Specifics of Data in the Arts and Humanities	Dr Deborah Thorpe, Research Data Steward, University College Cork	Webinar	English	Researchers and librarians working in arts and humanities	Link to the video on peertube not edited		[10]
June 26, 2023	Open Access to cultural heritage: Ethical issues	Brigitte Vézina, Creative Commons International	Webinar	English	Researchers and librarians working in arts and humanities	https://osf.io/xv89t		[11] DOI 10.17605/OSF.IO/H9QS8
Sept 13, 2023	Local Contexts: Supporting Indigenous Data Sovereignty and Cultural Authority in Collections and Data	Jane Anderson, Co-Director, Local Contexts and Corrie Roe, Outreach Manager, Local Contexts Moderator Floriane Morin curator at the Ethnographical museum of Geneva	Webinar	English	Communities, researchers, museum professionals, event organised by the Ethnographical museum of Geneva in collaboration with the GLAMHack 2023	https://osf.io/v524e		https://osf.io/py83x/
Dec 13, 2023	Open Design: the updatable life of physical artifacts	Serena Cangiano, SUPSI DACD	Webinar	English	Researchers and librarians working in arts and humanities	https://osf.io/95epm	n.a	https://osf.io/xumkt/
Jan 18, 2024	Conversation with the SNSF	Tobias Philipp and Regula Graf,SNSF	Webinar	English			n.a	https://osf.io/du4cg/
Jan 19, 2024	(Un)limited Options – Open Access and multimedia publications	Friederike Kramer (Universität der Künste Berlin)	Webinar	English	Researchers and librarians working in arts and humanities	https://osf.io/39dfw		https://osf.io/8yzfg/
Jan 23, 2024	OS-ADM in conversation with Edizioni Casagrande	Fabio Casagrande	Webinar	Italian	Researchers and librarians working in arts and humanities	https://osf.io/zb3s4	n.a	https://osf.io/ka2sr/
Jan 24, 2024	OS-ADM in conversation with MētisPresses	Léa Roché	Webinar	English	Researchers and librarians working in arts and humanities	https://osf.io/9ghcy	n.a	https://osf.io/a62rj/
Jan 25, 2024	OS-ADM in conversation with Triest Verlag	Andrea Wiegelmann	Webinar	English	Researchers and librarians working in arts and humanities	https://osf.io/vgt98	n.a	https://osf.io/c7gdb/
Apr 9, 2024	Wikidata and research 2024 [Wikidata e la ricerca 2024]	Camillo Pellizzari	Webinar	Italian	Researchers in arts and humanities	https://osf.io/9hpts/		https://osf.io/pgfrh/
June 5, 2024	Using Wikidata for Performing Arts Related Data	Beat Estermann (HKB)	Webinar	English	Artists, researchers, theatre managers, representatives of heritage institutions	Recording not edited	Slides	https://osf.io/78egk/
June 24, 2024	Open Data and Open Access in the Area of the Performing Arts	Beat Estermann (HKB), Baptiste De Coulon (SAPA), and Hannah Steffen (Theater Winkelwiese in Zurich)	Webinar	English	Artists, researchers, theatre managers, representatives of heritage institutions	https://osf.io/j4u53		https://osf.io/9b5wq/
January 27, 2025	Data Management Plan: Aerial Spatial Revolution, training about open science and data management plan for the project team of Aerial Spatial Revolution	Iolanda Pensa	online	SUPSI and team of the SNF project Aerial Spatial Revolution	Training organised within the project Aerial Spatial Revolution	https://osf.io/fp96n/		https://osf.io/txbhy/	DOI 10.17605/OSF.IO/TXBHY

List of presentations

Date	Title	Convenor-s	Format	Location	Event	Recording	Slides	OSF	DOI
October 20, 2022	Poster: Open Science for arts design and music	Iolanda Pensa, Chiara Barbieri	poster and conference in presence	USI Accademia di Mendrisio	Participation in the study day organized by Dariah-CH
		Organised by Iolanda Pensa and Giovanni Profeta		SUPSI, Mendrisio	GLAMHack 2022
April 17, 2023		Chiara Barbieri	online	HKB	Forschungstoolbox: Open Science for the Arts
				MEG, Geneva	GLAMHack 2023
October 17, 2023	OS-ADM Open Science for Arts Design and Music in OA Panel on Insights and Learnings Based on the Intermediary Re- views: Projects OA Calls 211, 212 and 221	Iolanda Pensa	5' minutes pitch	English	Reviewers, swissuniversity and other grantees	n/a		https://osf.io/jgbu9/	https://doi.org/10.5281/zenodo.10013166
May 16, 2024	Sharing Your Research Data in the Art Field	Iolanda Pensa	online	HES-SO	Open research data: pratiques et défis pour les domaines artistiques Design et Arts visuels Musique et Arts de la scène		[12]	https://osf.io/3gsnz/
May 22, 2024	Publishing Open Science in Art, Design and Music	Chiara Barbieri, Léa Roché (MetisPresses)	online	FHNW	Ask a Librarian: eine Pop-Up-Mediathek im CIVIC der HGK Basel
October 22, 2024	Multimedia content and third-party rights: The beauty and complexity of open science in art, design and music	Iolanda Pensa, Chiara Barbieri	online	ZHDK	Open Access Week 2024
December 11, 2024	Guidelines for open science in arts, design and music: Roundtable	Iolanda Pensa, Chiara Barbieri, Chiara Somajni, Irene Ragaller, Françoise Gouzi, Brigitte Vézina, Fiona Romeo	online	SUPSI		unedited recording		https://osf.io/3wevj/	DOI 10.17605/OSF.IO/3WEVJ
January 22, 2025	The project Open Science for arts design and music	Iolanda Pensa	poster	swissuniversities, Bern	Programme Open Science I & II	n/a		https://osf.io/rb8c2/	10.17605/OSF.IO/RB8C2
January 22, 2025	The guidelines of the project Open Science for arts, design and music	Cristina Grisot and Iolanda Pensa	presentation in person	swissuniversities, Bern	Programme Open Science I & II	n/a		https://osf.io/rb8c2/	10.17605/OSF.IO/RB8C2
January 27, 2025	Data Management Plan: Aerial Spatial Revolution, training about open science and data management plan for the project team of Aerial Spatial Revolution	Iolanda Pensa	online	SUPSI and team of the SNF project Aerial Spatial Revolution	Training organised within the project Aerial Spatial Revolution	https://osf.io/fp96n/		https://osf.io/txbhy/	DOI 10.17605/OSF.IO/TXBHY
February 20, 2025	Guidelines for open science in arts, design and music	Pablo Müller		lunch meeting, HSLU, Luzern

List of case studies proposed by the Swiss Schools of arts and design

Institution	Case study	Typology
HES-SO - ECAL	Series "Visual Archives"	publication
HES-SO - EDHEA	DMP: Training and awareness in research data management planning	data management plan training
HES-SO - EDHEA	EPoD: bringing together OA research outputs with a traditional publication	publication research outputs
HES-SO - EDHEA	Womanhouse Open Access publication	publication
HKB	The Ehrenreich Collection	recordings of opera performances and recitals
HKB	Participatory Knowledge Practices in Analog and Digital Image Archives (PIA)	online experimental publication dynamic digital archive (photo archive of Cultural Anthropology Switzerland)
HSLU	Timeline Economies of Performance Art	dataset of performing art
HSLU	Mapping Self-Organization in the Arts Mapping Self-Organization in the Arts/History Mapping Self-Organization in the Arts/DMP Mapping Self-Organization in the Arts/Wikidata	dataset of independent spaces / self-organisations
HSLU	Silk Memory	dataset of silk design https://www.silkmemory.ch
HSLU	Video Essay: Futures of Audiovisual Research and Teaching	video essays and videographic practices
HGK Basel	Together Elsewhere	performance art
HGK Basel FHNW	Alpine Netze der Verbundenheit	research about small cable cars with artistic interventions
HGK Basel FHNW	Fashion as Performance	performance art
SUPSI/ATD	Production, archiving and publication of audiovisual materials	performance art
SUPSI	Gino Severini in Switzerland: mural paintings and catholic art revival of the groupe de Saint-Luc	Images publication
SUPSI	EVENTI: Cultural institution and their public	publication

List of publishers and journals with case studies

Case study	Typology	Interview with recording
Edizioni Casagrande	Swiss publisher	Conversazione con Edizioni Casagrande, con Fabio Casagrande, 2024.
Triest Verlag	Swiss publisher	Conversation with Triest Verlag, with Andrea Wiegelmann, 2024.
MētisPresses	Swiss publisher	Conversation with MētisPresses with Léa Roché, 2024.
AIS/Design Journal: Storia e ricerche	International journal
Bembo Officina Editoriale	Publishing Workshop of the Doctoral School of the Iuav University of Venice
Catarsi-Teatri delle Diversità
ISIA Journal of Design	New editorial initiative by the design school ISIA
ICOM Publications and Documentations Department
Artichoke	Institutional publication
Iride	Institutional publication
Didattica della matematica	Institutional publication

List of reports of the project Open Science for Arts, Design and Music

Date of publication	Report	Period reported	Meta-Wiki	OSF
02.2023	Report 2022 (completed in February 2023)	2022	Open Science for Arts, Design and Music/Report/Report 2022
	Intermediate report 2023 with remarks and answers	2022-2023	Open Science for Arts, Design and Music/Report/Intermediate report 2023	https://osf.io/9a5f8/
02-2024	Report 2023 (completed in February 2024)	2023	Open Science for Arts, Design and Music/Report/Report 2023
02.2025	Final report 2024	2022-2024	Open Science for Arts, Design and Music/Report/Report 2024

List of meetings with the partners and related documentations

Date	Description	OSF

List of meetings with the advisory board and related documentations

Date	Description	OSF

Methods


Content produced	Method	Instruments	Procedures	Quality measurement
Case studies	The case studies are meant to document needs and practices related to open access among Swiss schools of arts and design and among publications in the fields of arts, design and music / arts and humanities. We used the case studies to guide the design of the guidelines but also to accompany publications in becoming more open (using proper licenses, creating an open access policy, reviewing policies and practices...)	Documents in word and pdf Case studies published and updated on Meta-Wiki Case studies archived on OSF	Case studies from Schools of arts and design Template to document a case study sent to the partner. Collecting the case studies. Publishing the case studies on Meta-Wiki. Request of including in the report information about the case studies. Updates of the case studies if available. Case studies about publications Meetings with the publishers / journals. For the national publishers we organised recorded interviews released under CC BY-SA. Proposal of improvement of open access for institutional and international publications. Creation of a case study on Meta-Wiki. Information about the case study to the publishers /journals. Updates of the case studies if available.	The case studies are published online in an open website (Meta-Wiki) which allows anyone to read, review and modify content. The exposure of the content allows anyone to review it, make changes and propose changes.
Training	Beyond producing training, we used online recorded meetings to collect data about new methods and approaches and to develop case studies through conversations. The videos produced were used to collect data for the guidelines and they are linked within the guidelines.	Webinar with video recording: BBB Open Science room (free and open software tool offered by Wikimedia Italia) https://cvs5133.ergonet.host/b/iol-gdq-fbx-tst, unedited video archived in the BBB room. Occasionally we had to use Teams (some of the experts involved had BBB blocked by their institutions) OSF Open Science Framework to permanently archive slides and videos and by generating a DOI; content is stored in specific OSF component Postproduction of videos to add a cover with title, credits and license. Peertube (open source federated platform), space offered by ILS Italian Linux Society	Email exchange with the experts involved. The email included the license CC BY and CC BY-SA Description of the training in a Meta-wiki page Creation of a component on OSF https://osf.io/yhr7s/ Topic and questions shared with people involved Webinar online communicated to the partners and to some specific contacts. All webinar open to anyone Slides shared during the webinar and uploaded on Wikimedia Commons and OSF Postproduction of videos Upload of the videos on OSF and peertube Generating a DOI	Meeting 15-30 minutes before the webinar to check sound, video and slides Postproduction of the video
Guidelines	The guidelines have been produced throughout the project. We produced three different structures of the guidelines before reaching a satisfy structure. We used the training to involve experts and to be able to add specific content to the guidelines with the information and support of other scholars and practitioners.	We used Meta-Wiki (an open platform part of the Wikimedia projects released in CC BY-SA) to elaborate the guidelines. An editable version of the guidelines remains on Meta-Wiki and can be continually updated. Updates are recorded in the chronology page, modifications can be always reviewed and it is always possible to compare different version of the document. We decided to adopt CC0 as default license of the guidelines (with a recommended citation and with an "unless otherwise stated" to allow the reuse of some of the existing images) We produced a graphic version of the guidelines; all images and tables were remade to improve graphic consistency and we used graphic tools to create different ways to browse the guidelines according to the feedback received. We exported images in svg and upload them on Wikimedia Commons with specific captions to facilitate reuse. The images were edited in a way which can facilitate reuse (the included caption can be removed and the image can be easily included also in Wikipedia articles if useful). We created a DOI on Zenodo and we waited until the public presentation We uploaded before uploading the third revision version of the guidelines on Zenodo. Also google docs have been used for the final versions of the guidelines and to prepare content for the graphic designers.	Fist structure of the guidelines on Meta-Wiki Editing of the collaborators. Review of the partners and of the advisory board. Second structure of the guidelines to simplfy and reduce content Review of the partners and of the advisory board. Third structure of the guidelines guided by an editor. Review of the partners and of the advisory board. Review of external experts. Publication on Meta-Wiki in the talk page of the guidelines of all reviews and comments received (or most of the comments). Creation of a DOI on Zenodo. Graphic design of the guidelines. Public presentation of the guidelines, further reviews. Export and editing of all the images, temples, graphic design. Upload of the visuals on Wikimedia Commons. Upload of the guidelines on Zenodo. Editing of the online guidelines on Meta-Wiki with the revised version of the guidelines. Adding the the visuals on the guidelines on Meta-Wiki.	The guidelines have been elaborated online in an open website (Meta-Wiki) which allows anyone to read, review and modify content. The exposure of the content allows anyone to review it, make changes and propose changes. The guidelines have been submitted to the project partners and to the advisory board. We invited a team of experts to review the guidelines We invited experts and interested parties to discuss the guidelines in a public event to ask for feedback also to DARIAH-EU open science and Wikimedia Foundation

Files structure and naming

File names are in English. Versions are indicated with the date Year-Month-Day_name of the file

The structure of the folders is:

Project_15ra1osadm_OS-ADM
- 00_Administration of the project
  - Collaboration with swissuniversities: requests, administrative tasks, reports (including financial reports)
  - Collaboration with SUPSI: administative task, apertura codice progetto, requests
  - Collaboration with [name of the collaborator]: contracts, mandate...
  - Collaboration with [name of the partner]: contacts,
  - ...
- 01_Project description
  - Definitive project signed
  - Old versions of the project
- 02_Reports of the project
  - Intermediate reports
  - Final report
- 03_Presentations of the project
- 04_Reference materials
- Case studies
- Guidelines
- Training

Tools and repositories and how they are used in the project

Tool/repository	Description	Critical issues	Strenghts	Safety (0-3)	Use within the project
Zenodo	Repository for research outputs and data; generic.	Very difficult to find content on Zenodo	Compliant with SNSF requirements, FAIR data. Up to 50GB per record and max 100 files. Stable, reliable funder, easy to use.	0	For papers. Creation of a Zenodo project community. https://zenodo.org/communities/os-adm
OSF Open Science Framework	Repository for research outputs and data organised by project; generic.	More difficult and long to properly add metadata.	Compliant with SNSF requirements, FAIR data. Useful also as working environment. Possibility to link all the documentation of a project together and provide different kind of access (also restricted assess to research team).	1	All the documentation related to the project uploaded here. https://osf.io/fxuej/; a DOI has been generated for the documentation which is ready, with correct attributions, credits and metadata.
Wikimedia GitLab	Git of the Wikimedia projects	Managed by the communities	Relevant for software directly related to the Wikimedia projects	0	Not used. No software was developed during the project
GitHub	Git owned by Microsoft	No longer owned and managed by a non profit organisation	Largely used, in particular by designers	0	Not used. No software was developed during the project
Toolforge	the Wikimedia Foundation hosting service for community tools https://admin.toolforge.org/ / https://wikitech.wikimedia.org/wiki/Help:Toolforge/Developing_successful_tools	Managed by the Wikimedia Foundation	Relevant for software directly related to the Wikimedia projects	0	Not used. No software was developed during the project
LimeSurvey	an open and libre software for surveys https://meta.wikimedia.org/wiki/LimeSurvey	Some complexity when editing. SUPSI uses Microsoft form.	Open tool also endorsed by the Wikimedia communities	1	Not used. No survey implemented during the project.
Microsoft OneDrive	Proprietary software. The system used by SUPSI as internal database and icloud.	Owned by Microsoft. Accessible to collaborators of SUPSI with a SUPSI account.	Privacy is assured according to the SUPSI agreement. Recommended by SUPSI for internal files. We can use it for confidential data (i.e. CV, administrative files). Permanent storage is not guaranteed. It is not public.	2	Used for the current archive of the project by the SUPSI team. Backup of the data.
Files and folders on SUPSI servers	The system used by SUPSI.	Accessible only to collaborators of SUPSI with a SUPSI account. Permanent storage is not guaranteed. It is not public.	It is useful for confidential content.	2	Used to archive documents and for backups.
Files and folders on SWITCH	A system used by SUPSI and by Swiss universities. Free and open software supported by the universities and public funds	Not used outside Swiss universities. It is necessary to have an account at a university.	Accessible to Swiss universities and commonly used by Swiss universities.	1	Rarely used during the project. For some transfer of files.
Google drive - free service	Online storage and productivity suite.	Owned by google. It doesn't guarantee any confidentiality or permanent archiving.	Commonly used.	0	Extensively used during the project. Not recommended. We are moving content on OSF (for public data) and SUPSI OneDrive and servers (as requested by our university).
Wikimedia Meta-wiki	Wikimedia community website; content in CC BY-SA by default. It hosts also the Wikimedia research projects.	CC BY-SA is not the open tool normally used in research (it is more common to use CC BY)	Facilitate collaborate work. It expresses the explicit support to the Wikimedia projects. Content is by default under CC BY-SA.	0	Used to present and describe the project and to facilitate collaborative work on the project.
Wikidata	A Wikimedia project for open structured data, in CC0.	CC0 is not the open tool normally used in research (it is more common to use CC BY)	Dissemination, facilitates reuse, visibility and collaborative work.	0	Used for few relevant data (project Q116859240, guidelines Q131994936, publishers, journals, institutions involved, some researchers and experts involved)
Wikimedia Commons	A Wikimedia project for multimedia data in public domain, CC0, CC BY, CC BY-SA or similar.	Managed by the communities who decide policies and practices; it can host only content which can serve the Wikimedia projects or are considered useful	Dissemination, facilitates reuse, visibility and collaborative work.	0	Used for illustrations, guidelines, graphic design and images of the project.
OpenStreetMap (OSM)	A collaborative project for open geographical data. It has an open licenses with copyleft /share alike similar to Wikipedia.	Managed by the communities who decide policies and practices.	Extensively used and reused. Strongly liked to the Wikimedia projects. Also the UN train people to add data on OSM because it is a central resource in many territories. Geographical data made available on OSM can really serve many communities.	0	Not used for the project.
Social media SUPSI	SUPSI uses a series of social media to communicate its initiatives.	Difficulty to coordinate	Communication tools of SUPSI important to reach students and the SUPSI communities.	0	Very limited use during the project
Calls, conferences and webinars on Teams	Proprietary software. The system used by SUPSI.			2	Limited use. We used it when BBB doesn't work for some speakers (sometimes BBB is blocked in universities).
Calls, conferences and webinars on BBB BigBlueButton	Open source conference tool. Wikimedia Italia provided us for free the room BBB Open Science	The videos can be downloaded as separated video, audio and slides; the quality is good but it requires work to edit the videoThe platform doesn't guarantee permanent storage.	Open source tool more appropriate for an open science project. Recording remain the main page of the room.	2	We used extensively our dedicated room BBB Open Science. Recorded videos have been uploaded on OSF with related content and on peertube and youtube.
Peertube	Free and open software. Part of the Fediverse. We used the storage provided by the Italian Linux Society.	Used by very small communities.	Open source alternative to youtube and it allows to conveniently view the videos.	0	Used to upload some training produced by the project. Playlist on Peertube
Youtube	Proprietary software owned by google. It is a social media.	Youtube can arbitrarily erase content. Difficult to use the SUPSI account. It is easier to create a specific account or channel and link it to SUPSI accounts.	Very widely used. It makes videos more accessible. It allows to include open licenses and credit can be included in the description.	0	Used to upload some training produced by the project.
Files and folders on personal computer		Important to guarantee backups and to add a safe and complex password to access data.		2	Temporary use during the project.
Files and folders on external hard drive		Risk to loose content if data are not migrated regularly to new supports.	For very confidential files it is better to avoid having them on the Internet.	2	Not used during the project. Not relevant.
DARIAH Marketplace	Resources for your research in Social Sciences and Humanities: tools, services, training materials, workflows and datasets. managed by DARIAH https://marketplace.sshopencloud.eu/	Limited use.	Used by the research communities in social sciences and humanities. Connected to the network of DARIAH and DARIAH-CH.	0	Upload of the guidelines and training materials of the project OS-ADM. Important to connect the project to the international communities of DARIAH.

Backups

Please refer to the the table above.

Risks and mitigation plans


Risk	Mitigation plan
Wikimedia communities remove content from Meta-Wiki.	Explaining the relevance for the Wikimedia projects and communities of the information provided on Meta-Wiki. Involving a member of the Wikimedia community in the advisory board.
Meta-Wiki pages are changed.	A frozen version of the content is archived on OSF Open Science Framework.
Meta-Wiki doesn't provide DOI requested by the project review.	DOI are provided by generating them on OSF Open Science Framework and Zenodo (for the guidelines).
The guidelines become obsolete.	The editable version of the guidelines is provided on Meta-Wiki and can be updated. The planning of new projects - related to alternative forms of publications, open data and GLAMs - can provide a change to include the update of the guidelines in new projects.
You use a CC0 for the guidelines and people do not cite you.	The choice of CC0 is indeed to allow people to not cite us, but to freely use and change the guidelines. It is important because attribution requires that the reused texts is clearly identified and this can be complicated. The guidelines under CC0 can simply and eventually be mentioned in a general bibliography; in any case we stress in the guidelines the importance of citing sources for ethical issues, for the code of conduct of scientists but also because citing sources allows to verify content and to increase the quality of content.

Terms and Conditions / Licenses

The project and all its content are released under the double license Creative Commons attribution license (CC BY 4.0) and Creative Commons attribution share-alike license (CC BY-SA 4.0).

Data are released under the Creative Commons zero license (CC0).

Attribution - How to cite the project and its documentation

Attribution is provided to the specific authors and the project (with a link to the project full credits).