Wikimedians for software freedom/Requirements

Censorship, surveillance, and the increased commercialization of knowledge endanger Wikimedia's existence. 2030 Movement Strategy, first page.

This is a set of practical requirements promoted by the Wikimedians for Software Freedom User Group to support the use of free software in Wikimedia activities.

They are grouped into two categories:

Core requirements (must/should be followed)
Additional good practices (recommended)

In case of any doubt see the Glossary.

Core requirements (must/should be followed)

REQ-FREEDOM

Prefer free and open-source solutions

Any event, tool, or product supported by the Wikimedia Foundation or Wikimedia affiliates, and involving volunteers (e.g. meetings, Wikimania, workshops), SHOULD be designed with free software as the default choice.

If proprietary tools are used, you SHOULD:

Be transparent about it.
Offer alternative ways to participate if feasible.

Examples:

Tools like Google Meet or Zoom should not be the default way to join events.
Volunteers should not be required to create accounts on proprietary-software platforms.
Free-software alternatives (e.g. Jitsi, BigBlueButton, or similar FLOSS tools) should be preferred.
If proprietary tools are used, participation must still be possible without them (e.g. phone dial-in or alternative access).
YouTube can be used as a secondary tool, not as default requirement. The primary tool must run on Free software, like PeerTube or other software that does not require proprietary software to be used by end users
Software executed on-the-fly from websites must be taken in consideration as well. So, a website with proprietary JavaScript like Google Forms cannot be a primary solution.

It is not always necessary to switch to a new platform. You can sometimes ask providers to release client-side software under a free license. Since many focus on services rather than the software itself, they may be open to this: it's worth asking.

Key idea: participation in Wikimedia events should not require proprietary accounts or software. The goal is to ensure that no one is excluded due to software requirements.

REQ-DRM

Keep Wikimedia content freely accessible

Wikimedia content is created to be shared and reused. Events and systems supported by Wikimedia MUST NOT require Digital Restrictions Management (DRM) on Wikimedia content.

When choosing platforms:

prioritise those that allow downloading and reuse of content
avoid relying solely on systems that restrict access or reuse

Examples:

Platforms that block downloading of CC-licensed videos should not be the default choice.
YouTube or similar platforms can be used as secondary distribution channels, not as primary infrastructure and they should not appear as our default platforms.
Widely used platforms may still be helpful for outreach, but it is good practice to ensure content is also available through open Wikimedia platforms.
Never embed YouTube videos in Wikimedia Foundation websites for security reasons (e.g. on Blog Diff))

Please remember: Wikimedia Commons is our extraordinary open multimedia repository :)

Key idea: Wikimedia content should remain freely accessible and downloadable.

REQ-FIX

Treat limitations as opportunities to improve

In some cases, free alternatives may not yet meet all needs. This should be treated as a problem to fix, not as a permanent limitation.

When this happens, the Wikimedia Foundation and affiliates SHOULD:

Document the limitation.
Explore alternatives over time.
Seek support (technical, organisational, or financial) where possible.

Key idea: limitations are not endpoints, they are opportunities to improve and move closer to more open solutions.

REQ-DOUBT

Be mindful when tools are unclear

If it is unclear whether a tool is free or proprietary, it MUST be treated as proprietary by default unless there is clear technical confirmation.

The Wikimedians for Software Freedom User Group can help in clarifying such cases.

Key idea: when in doubt, take a cautious approach to avoid unintended lock-in or barriers to participation.

Additional good practices (recommended)

REQ-NO-IDENTIFICATION

Minimise unnecessary data collection

Online events SHOULD NOT require real names or sensitive personal data to participate.

Good practice:

Use usernames or pseudonyms whenever possible.
Keep surveys anonymous and separate from participation systems.
Only collect personal data when there is a clear legal or operational need (e.g. legal compliance, insurance), and explain the reason clearly.
Clear communication helps participants make informed choices.

Key idea: Participation should be possible with minimal identification.

REQ-NO-VOLUNTEER-BURNOUT

Support sustainable use of free software

Wikimedia organisations SHOULD avoid relying indefinitely on free “hosted demo tools” or volunteer-maintained systems.

To ensure long-term sustainability, organisations SHOULD:

Use professional hosting or managed services when needed.
Consider paid support for free software tools.
Support open-source projects financially when possible.
Work with official service providers or maintainers when available.

Key idea: Free software should be supported with sustainable resources, not only volunteer effort.