How to create collection repositories

Collections in Open Terms Archive rely on three Git repositories to hold the data:

• Declarations repository: stores the declarations that define terms to track
• Snapshots repository: stores raw snapshots of tracked documents
• Versions repository: stores processed versions of tracked documents

This guide assumes you use GitHub. For other Git platforms, adapt these steps accordingly.

Prerequisites 🔗

Before starting, ensure you have:

• A GitHub account with permissions to create repositories
• Your collection ID and name defined
• Your collection metadata prepared

Create declarations repository 🔗

Create from template 🔗

1. Go to the demo-declarations repository
2. Click “Use this template” dropdown and select “Create a new repository”
3. Name it <collection_id>-declarations (e.g. pga-declarations)
4. Wait 1-2 minutes for automatic setup to complete (check first-time-setup action status)

Configure repository settings 🔗

1. Set up the “About” section:

   • Click the cogwheel icon next to “About”
   • Add description: “Declarations for <collection_name>. Maintained by <maintainer>.”
   • Set website: https://opentermsarchive.org
   • Add tags: terms-of-service, terms-of-service-agreements, terms-and-conditions, open-terms-archive
   • Uncheck “Releases”, “Packages” and “Deployments”

2. Configure features:

   • In “General → Features”:
     • Disable “Wikis” and “Projects”
   • In “General → Pull Requests”:
     • Enable only “Allow squash merging” with “Default to pull request title and commit details”
     • Enable “Allow auto-merge”
     • Enable “Automatically delete head branches”
   • In “Branches”:
     • Add branch protection for main
     • Require pull request with 1 approval
     • Require status checks: validate_modified_declarations and validate_schema
   • In “Actions”:
     • Allow all actions and reusable workflows

3. Remove all default labels

4. Update content:

   • Update README with collection metadata
   • Update metadata.yml with collection metadata

Create snapshots repository 🔗

Create from template 🔗

1. Go to demo-snapshots
2. Click “Use this template” and select “Create a new repository”
3. Name it <collection_id>-snapshots
4. Wait for automatic setup to complete

Configure repository 🔗

1. Set up “About” section:

   • Add description: “Documents snapshots for <collection_name>. Maintained by <maintainer>.”
   • Set website: https://opentermsarchive.org
   • Add standard tags
   • Uncheck “Releases”, “Packages” and “Deployments”

2. Configure features:

   • Disable Wikis, Issues, Discussions, and Projects
   • Disable GitHub Actions

Create versions repository 🔗

Create from template 🔗

1. Go to demo-versions
2. Click “Use this template” and select “Create a new repository”
3. Name it <collection_id>-versions
4. Wait for automatic setup to complete

Configure repository 🔗

1. Set up “About” section:

   • Add description: “Terms versions for <collection_name>. Maintained by <maintainer>.”
   • Set website to terms navigation documentation
   • Add standard tags
   • Uncheck “Packages” and “Deployments”

2. Configure features:

   • Disable Wikis, Issues, Discussions, and Projects
   • Disable GitHub Actions

3. Update README with collection metadata

Set up GitHub teams 🔗

For collections within the Open Terms Archive organization:

1. Create a new collection team
2. Configure team:
   • Name it after the collection
   • Set collection icon as avatar
   • Description: “Maintainers of the <collection_name> collection”
3. Set repository access:
   • Declarations repository: “Maintain” access
   • Snapshots repository: “Triage” access
   • Versions repository: “Triage” access
4. Add team members
5. Add repositories to Bots team with “Write” access