# Standards + best practices we use Last updated: 2024-08-02 URL for this page: https://hackmd.io/@investinopen/standards URL for this site: https://hackmd.io/@investinopen/how-we-work [//]: <> (add blurb at the top about how we make decisions re: standards including norms, technical standards) ## Citation style We have adopted the widely used American Psychological Association (APA) style in publications intended for a scholarly readership. Adopted 2022-04. > [(?) basics via Wikidata](https://www.wikidata.org/wiki/Q8009) + [APA checklist](https://apastyle.apa.org/instructional-aids/concise-guide-formatting-checklist.pdf), [sample papers](https://apastyle.apa.org/style-grammar-guidelines/paper-format/sample-papers), [reference examples](https://apastyle.apa.org/style-grammar-guidelines/references/examples) --- ## Colors Since 2023-04, our web color palette hexadecimal codes are: | Name | Color | Hex code | | -------- | -------- | -------- | | Yellow |![](https://hackmd.io/_uploads/HkRTjBOP2.png =160x)| #FFDE17 | | | ![](https://hackmd.io/_uploads/SJ8x2rOD2.png =160x)| #FCE59D | | Black | ![](https://hackmd.io/_uploads/rkckpB_D3.png =160x) | #000000 | | | ![](https://hackmd.io/_uploads/rkIxpSODh.png =160x) | #262626 | | Mint |![](https://hackmd.io/_uploads/Hkz73rdwn.png =160x) | #83FED1 | | | ![](https://hackmd.io/_uploads/r1qD3S_vh.png =160x) | #B6FCDF | | Blue | ![](https://hackmd.io/_uploads/SkEthSODn.png =160x) | #69B3F2 | | | ![](https://hackmd.io/_uploads/rJ_qnS_wh.png =160x) | #9AEEF7 | | Peach | ![](https://hackmd.io/_uploads/Hymh2Sdwn.png =160x) | #FFBEA1 | | | ![](https://hackmd.io/_uploads/B1Qa3Bdwn.png =160x) | #FFD9A1 | Prior to 2023-04, our web color palette hexadecimal codes were: > Parchment #F4F4C0 ![](https://i.imgur.com/6f4x7DO.png =220x) > > Butter #F5D16F ![](https://i.imgur.com/Uu6aCCA.png =220x) > > Carrot #EC7043 ![](https://i.imgur.com/3lZDLwu.png =220x) > > Dusty Mauve #898799 ![](https://i.imgur.com/FBJET0p.png =220x) > > Dark Mauve #48424D ![](https://i.imgur.com/czde7q2.png =220x) > > Teal #318E87 ![](https://i.imgur.com/UC0ujuH.png =220x) > > Seafoam #6EBA7A ![](https://i.imgur.com/aalS0Xs.png =220x) --- ## CRediT taxonomy For some publications we use CRediT (classification scheme for contributior roles in scholarly authorship). Adopted 2022-04. See also: [Tenzing](https://hackmd.io/@investinopen/tools-we-use#Tenzing) tool for tracking contributions. > [(?) basics via Wikidata](https://www.wikidata.org/wiki/Q25851719) --- ## Dates We follw the ISO 8601 standard for recording dates in an internationally interoperable format: YYYY-MM-DD or YYYY-MM. Adopted: 2022-02. > [(?) basics via Wikidata](https://www.wikidata.org/wiki/Q50101) --- ## Digital accessibility [//]: <> (expand this section) We aim for [meaningful links](https://accessibility.princeton.edu/how/content/links) in our documents. --- ## English language spelling We use [Oxford English spelling](https://www.wikidata.org/wiki/Q2273977) in our written publications. Adopted 2022-04. More info on spelling in our [house style guide](https://hackmd.io/@investinopen/house-style). --- ## File naming As of 2022-02, we follow MIT Libraries Data Management Services' [File Naming Best Practices](https://www.dropbox.com/s/ttv3boomxlfgiz5/Handout_fileNaming.pdf). We have adopted this convention in order (1) to find information easily and (2) to prevent loss of information if/when we move our data from one system to another. Main features of the file naming convention: - camelCase :camel: - underscores - date (YYYY-MM-DD) :date: - short length - easy-to-remember, unique words - avoid: periods, spaces, special characters (such as [ { ( ? , * & ) :no_entry_sign: - avoid: long file names :no_entry_sign: See also: IOI's [date format standard](https://hackmd.io/@investinopen/standards#Dates). For a more detailed explanation of how to create a file name, see, for example, this [tutorial](https://specialcollections.williams.edu/recordsmanagement/file-naming-tutorial/) (compiled by Williams College in the US). ### Versioning To indicate different versions of a document, we include the date in the file name. Example: - *PreprintsPI_report_2022-08-14* - *PreprintsPI_report_comments_2022-09-25* - *PreprintsPI_report_2022-09-30* For published versions, apply [a label in Google Drive along with a link to the public work](https://hackmd.io/@investinopen/info-management#Google-Drive1). Whenever possible, delete old versions that have been superseded by better versions. ### Examples of good file names :smiley: - *CommunityDiscussion_CommsPlan_2022-05-05* - *ExternalNewsletter_2022-04-26* - *PreprintsPI_report_2022-09-25* #### Other examples: "bad" file names :confused: - *[IOI-FOS] Brief: Open Monograph Ecosystem Impact Analysis_Final* - Comment: this file name includes special characters and spaces. It uses a word instead of a date to indicate version. And it is too long. - *[Commented version for revision] Preprints_PreliminaryInvestigationReport_2022-09-23* - Comment: this file name includes special characters and spaces. It is also too long. - *PreprintInfra.pdf* - Comment: this file name lacks a date. It would benefit from a descriptive word describing genre such as "diagram" or "graph". ### Renaming files If a file is substantially renamed, please record the old file name in the folder's README document. --- ## Fiscal year FY 2020/21 or FY21 1st quarter: 1 July 2020 – 30 September 2020 2nd quarter: 1 October 2020 – 31 December 2020 3rd quarter: 1 January 2021 – 31 March 2021 4th quarter: 1 April 2021 – 30 June 2021 FY 2021/22 or FY22 1st quarter: 1 July 2021 – 30 September 2021 2nd quarter: 1 October 2021 – 31 December 2021 3rd quarter: 1 January 2022 – 31 March 2022 4th quarter: 1 April 2022 – 30 June 2022 FY 2022/23 or FY23 1st quarter: 1 July 2022 – 30 September 2022 2nd quarter: 1 October 2022 – 31 December 2022 3rd quarter: 1 January 2023 – 31 March 2023 4th quarter: 1 April 2023 – 30 June 2023 FY 2023/24 or FY24 1st quarter: 1 July 2023 – 30 September 2023 2nd quarter: 1 October 2023 – 31 December 2023 3rd quarter: 1 January 2024 – 31 March 2024 4th quarter: 1 April 2024 – 30 June 2024 FY 2024/25 or FY25 1st quarter: 1 July 2024 – 30 September 2024 2nd quarter: 1 October 2024 – 31 December 2024 3rd quarter: 1 January 2025 – 31 March 2025 4th quarter: 1 April 2025 – 30 June 2025 FY 2025/26 or FY26 1st quarter: 1 July 2025 – 30 September 2025 2nd quarter: 1 October 2025 – 31 December 2025 3rd quarter: 1 January 2026 – 31 March 2026 4th quarter: 1 April 2026 – 30 June 2026 FY 2026/27 or FY27 1st quarter: 1 July 2026 – 30 September 2026 2nd quarter: 1 October 2026 – 31 December 2026 3rd quarter: 1 January 2027 – 31 March 2027 4th quarter: 1 April 2027 – 30 June 2027 --- ## Font Since 2023-04, we use the Gloock and Inter fonts for IOI external written documents. We use the Work Sans font for IOI internal written documents, and prior to 2023-04, for external documents. > [(?) basics via Wikidata](https://www.wikidata.org/wiki/Q119399739) (Gloock) > [(?) basics via Wikidata](https://www.wikidata.org/wiki/Q66314587) (Inter) > [(?) basics via Wikidata](https://www.wikidata.org/wiki/Q110888148) (Work Sans) --- ## Geoscheme We have adoped the [United Nations geoscheme](https://en.wikipedia.org/wiki/List_of_countries_by_United_Nations_geoscheme) for grouping countries by region and continent. > [(?) basics via Wikidata](https://www.wikidata.org/wiki/Q1635230) --- ## Licenses For intellectual property created by IOI, we apply the following licenses. ### MIT License For code. > [(?) basics via Wikidata](https://www.wikidata.org/wiki/Q334661)[color=#F4F4C0] ### CC0 Whenever possible, we apply the [Creative Commons Public Domain Dedication 1.0 Universal](https://creativecommons.org/share-your-work/public-domain/cc0) tool to our published data. > [(?) basics via Wikidata](https://www.wikidata.org/wiki/Q6938433)[color=#F4F4C0] ### CC-BY-4.0 We use the [Creative Commons Attribution 4.0 International](https://creativecommons.org/licenses/by/4.0/) license for our published text. > [(?) basics via Wikidata](https://www.wikidata.org/wiki/Q20007257)[color=#F4F4C0] --- ## ORCID identifier Individual IOI authors use ORCID personal identifiers. > [(?) basics via Wikidata](https://www.wikidata.org/wiki/Q51044)[color=#F4F4C0] --- ## Privacy IOI adheres to a [privacy policy](https://investinopen.org/ioi-privacy-policy/). ### Recordings IOI respects privacy rights of all. We will always ask permission before audio- or video- recording any conversation, either online or in person. In other words, regardless of the [geographic siting](https://www.rcfp.org/reporters-recording-guide/) of the parties involved, we will seek consent of all parties in a conversation prior to recording. ### Research data When we engage in internal research, we utilize encrypted file storage via [Sync.com](https://hackmd.io/@investinopen/tools-we-use#Sync) for interviews and transcriptions. ([Source](https://investinopen.org/ioi-privacy-policy/)). With respect to our research activities, recorded interviews are erased bi-annually after research is completed. ([Source](https://investinopen.org/ioi-privacy-policy/)). See also: https://hackmd.io/@investinopen/research-reporting#Datasets ### Vendors As part of our diligence, we ask all of the vendors we work with to complete a privacy and security assessment. The forms below will be supplied to vendors by IOI as appropriate. * Step 1 (for all vendors): New Vendor Diligence Form for Privacy and Security. * Step 2 (for some vendors, depending on answers to Step 1): * Vendor Security Assessment (lite). * Vendor Comprehensive Privacy and Security Questionnaire. * Appendix 1 – Data Transfer Questions. --- ## Time zones Our team works across multiple time zones. We dedicate 9am-1pm Eastern time as shared working time for team meetings, cross-team collaboration, and availability. Staff are responsible for setting working hours with their manager, with at least 3-4 hours of daily overlap with their managers and team, and noting them in their calendar. > [(?) basics via Wikidata](https://www.wikidata.org/wiki/Q941023) ![map of world time zones](https://upload.wikimedia.org/wikipedia/commons/8/88/World_Time_Zones_Map.png "Map of world time zones") Our staff work in the following zones: - EAT (UTC+03:00) - GMT / BST (UTC+00:00 / UTC+01:00) - CET / CEST (UTC+01:00 / UTC+02:00) - EST / EDT (UTC−05:00 / UTC−04:00) - CST / CDT (UTC−06:00 / UTC−05:00) --- ## Email aliases IOI uses various email aliases for communications. When there is a need for a new email alias within the organization, the below process is followed: * Flag need for new alias in [IOI Weekly Staff meeting](https://hackmd.io/@investinopen/meetings) as an individual task. * If additional staff should be added to the alias, they are suggested in the task. * If an alias does not already exist that meets the need, IOI administration creates the alias. * The owner of the alias is always the admin account. --- ## Professional Development Requests IOI offers a $500 USD offset for each team member's professional development opportunity(s) per year. To make a request for a professional development opportunity, staff is required to submit their request through the Asana form “Professional development request,” monitored by managers and visible to all team members. Upon completion of the required form, the designated manager will respond to the request within 2-3 business days. Upon approval by the delegated manager, the staff member can begin their opportunity application, etc. Payment of the opportunity depends on the total amount. *IOI retains the right to approve, deny, or request further information for team professional development requests.* --- ## Legal Consultation Costs **Application:** For instances when IOI has an interest in pursuing a legal service. As a fiscally sponsored project of CS&S, IOI is expected to work with the CS&S Fiscal Sponsorship Co-Director(s) to determine if the legal service will be covered by CS&S or IOI before reaching out to potential legal consultants. This means IOI will inform CS&S of the legal service in interest and potential contracting with a legal agent before initiating communication with the agent. **Process:** IOI staff that require legal support or are interested in pursuing legal support are expected to communicate and direct their request to IOI Administrative Assistant who will work with IOI Executive Director and CS&S Fiscal Sponsorship Co-Director(s) to accommodate and move forward with next steps. **CS&S General Guidance for Legal Service Costs:** CS&S pays for project legal expenses that support or impact basic functions necessary for the project to operate. The project, Invest in Open Infrastructure, pays for anything beyond basic functions or features. --- ## See also * IOI's [Tools + venues we use](https://hackmd.io/@investinopen/tools-we-use) * Archived copy of this page (via the Internet Archive's Wayback Machine): https://web.archive.org/web/*/https://hackmd.io/@investinopen/standards --- This page first published: 2022-02-04 ###### tags: `tools` `about-us` --- <a rel="license" href="http://creativecommons.org/licenses/by/4.0/"><img alt="Creative Commons License" style="border-width:0" src="https://i.creativecommons.org/l/by/4.0/88x31.png" /></a><br />This work is made available under a <a rel="license" href="http://creativecommons.org/licenses/by/4.0/">Creative Commons Attribution 4.0 International License</a>. Users are free to share, remix, and adapt this work. (Please attribute [Invest in Open Infrastructure](https://investinopen.org/) in any derivative work). --- [//]: <> (## Software development [WIP @bubblbu] Quick list of things that I can think of at the moment. To be discussed with @richard-ioi) [//]: <> (General services / Repository hosting: [GitHub]https://github.com/investinopen) [//]: <> (Cloud computing and hosting: Amazon Web Services) [//]: <> (Python / version: 3.8 / code formatting: black / dependency management: poetry, pyenv, requirements.txt / minimum documentation: README containing purpose, installation, usage, acknowledgements/credits)