freedom-intelligence/inventory/collection-policy.md

Collection policy — open-weight reserve

Status: updated for 1 TB NAS + strategic capability reserve (2026-07-24)
Related: schema.yaml, docs/backup-storage-policy.md, docs/decisions/2026-07-24-nas-strategic-reserve.md, INTENT.md

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Purpose

Decide what enters the open-weight reserve, who may approve it, and when a daily-brief candidate becomes a catalog entry with blobs on the NAS.

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Goals

• Hold a capability-first strategic reserve of the best open weights we may need later — including models too large to run on current lab hardware
• Also hold a runnable spine for day-to-day local ops and fine-tunes
• Enforce license and integrity before download completes
• Stay within the 1 TB NAS soft quota (850 GiB) — quality over mirror volume
• Prefer official provenance; not a full Hugging Face scrape

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Two envelopes (do not conflate)

Envelope	Question	Effect on collection
Run	Can we infer / FT this now?	Tags hardware_class, prioritizes R tier for local work
Reserve	Is this among the best open artifacts worth keeping just in case?	Not gated by current VRAM

Runnability is not an eligibility gate. An unrunnable SOTA open MoE can be priority high if license and quota allow.

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Eligibility (must pass all)

1. Open weights — obtainable under terms that allow offline retention for lab use
2. Clear license — SPDX or linkable license text; allows_offline_retention: true
3. Stable provenance — official org, tagged release, or commit revision
4. Lab rationale — written reason (capability SOTA, runnable spine, embed, FT base, …)
5. Capacity — estimated size fits under remaining soft quota (850 GiB)

Fail any gate → rejected or never enter catalog.

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Collection tiers

Tier	Code	Meaning
Runnable spine	R	Default local chat/code/embed/FT bases; keep resident
Strategic capability	S	Most capable open models (often large); may be T4+ only to run
Watch / optional	W	Secondary; collect only with clear headroom

Catalog field: use tags including tier-r / tier-s / tier-w and priority: high|medium|low.

Priority rubric

Priority	Guidance
high	Top open capability (S) or essential runnable spine (R); hard to re-obtain; license/access risk
medium	Strong but not unique; mid-size upgrades; companions (rerankers)
low	Nice-to-have; W tier

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Approval rule of thumb

Estimated total size	Approval
< 5 GiB	Operator or lab agent after license check
5–40 GiB	Explicit operator approval
> 40 GiB	Operator approval + remaining soft-quota check
> 200 GiB (typical S giants)	Operator approval + written note on which other S models may need to wait
Any size if quota ≥ 70% used	Operator approval required
Unclear license or ToS risk	Do not collect; rejected

Agents may nominate freely; they collect only in the < 5 GiB band with unambiguous licenses unless the operator has approved the catalog entry.

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What we prefer to collect

Runnable spine (R)

• Small/mid instruct and code models that fit the run envelope
• Strong embedding / rerank models for local RAG
• Bases known to fine-tune well under QLoRA on lab GPUs

Strategic capability (S)

• Best available open general / reasoning / code weights at the frontier of open
• Large MoE or dense models even if current infra cannot serve them
• Prefer official compressed releases (FP8, published quant) when full precision would exhaust the 1 TB NAS
• One clear “best open” per capability niche is better than five near-duplicates

Companions

Tokenizers, LoRA adapters, small eval fixtures when required to use a reserved base.

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What we usually skip

• Duplicate quants of the same revision already reserved
• Anonymous merges/repacks without provenance
• Closed weights
• Entire org mirrors
• Giant pretraining corpora (default out of band unless separately justified)
• Anything whose license forbids offline retention

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Lifecycle

brief nominates
    → candidate
    → approved
    → collecting     (NAS staging/)
    → collected
    → verified
    → superseded|evicted

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Brief integration

1. Brief Collection candidates nominates R/S/W.
2. Catalog YAML under inventory/catalog/.
3. Download only after storage path is pinned (docs/backup-storage-policy.md) and approval rules pass.
4. collection.brief_refs / research refs for provenance of the nomination.

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Eviction rule of thumb

When over soft quota:

1. W tier and easily re-obtainable duplicates
2. Superseded revisions with a stronger verified successor
3. Never silent-delete S SOTA or sole R spine without operator note
4. Always set status: evicted and append history