Form Empowering GLAMs connected to Wikimedia Commons

Form Empowering GLAMs connected to Wikimedia Commons is an upgrade of the current form developed by Empowering Italian GLAMs to support institutions in providing authorisations and uploading content on Wikimedia Commons. The new form is designed to allow a wider international involvement of institutions in contributing to open access, reviewing their data on Wikidata and making content available with open licenses for Wikimedia Commons.

Current form	New form
Uses Wikimedia Italia servers	Uses Wikimedia Foundation servers
Requires manual upload of content on Wikimedia Commons	Facilitates automatic or semi-automatic uploads on Wikimedia Commons
The authorisations and open access policies are uploaded in the system but they are not visibile	The authorisations and open access policies are public, visible, on Wikimedia Commons and connected to the Wikidata item of the instititions
Information in different locations (Wiki-meta, Wikimedia Italia website, form, limesurvey...)	Webapp designed for the institutions with all the relevant info in one location (conceived for mobile phones since the world uses mobile phones)

New form process

Phase	What the institution does	What the new form does	Notes
Webapp	Institutions are directed to a specific website which provides information about open access and collaborations with the Wikimedia project, FAQ and the workflow.	Website with all the documentation Specific subdomain of Wikimedia Italia
Institutions on Wikidata	They start their engagement by selecting their institutions on Wikidata or by adding information about their institution on Wikidata if it is not there
Reference person	They provide info about a reference person and authorisations to be contacted
Withdrawn	Institutions can also leave the process and provide some information about them	Survey
Endorsement template	They download a template to express their support to open access
Open Access Policy and authorisation template	They download a template to create on their institution letterhead their open access policy and to provide the authorisation to upload a selection of content from their institution (they need to specify what they make available)
Open Access Policy and authorisation	They upload their Open Access Policy and authorisation associated to the Wikidata item of their institution	The authorisation is uploaded on Wikimedia Commons and made available publicly The authorisation is sent to the permission system of Wikimedia Commons with a link to the authorisation uploaded on Wikimedia Commons
Uploads	They upload images of their institution (maps, drawings, digital reproductions of the collections, images of the building, images of the museum design, old documents) For each image they are asked the caption: subject, description, author, date.	Form Training (short video) to explain what is a caption and why it is so important to provide the best information possible	It is probable that institutions will upload by themselves only 3-5 images with captions (long process, difficult for the first experience, risk of loosing data during the procedure for bad connectivity...)
(Uploads simplified)	Institutions can eventually send images by email or by uploading them directly in a folder and use a spreadsheet to provide captions.	A team member uploads the images and captions in the system
		The images are validated by a team member - approved or rejected (if they are out of scope or if they represent an artwork copyrighted without specific authorisation
		The images approved are uploaded on Wikimedia Commons by a bot
Feedback		A message is sent to the institutions to thank them and to point out where the images are now located
	The institutions can comment on the difficulties and provide their feedback and answer some questions about open access.	Survey
		A message is posted by a team member on relevant project pages to notify the upload