Q: Is permission needed to share a free-access paper as learning material among a large group?
Should we get permission from a copyright holder when we share a paper as a learning material among large number of people, even if it is a free access paper? Like a “journal club activity”, sometimes we share some medical papers among a few people to gain a new finding and to do a critical review. In such case, we usually do not get permission from a copyright holder. But if such activity is done as a larger scale workshop or something, instead of just among a few people privately, would that be a problem? If a paper is used without permission, is any penalty imposed?
You mention that the paper you are referring to/planning to share is free access. Did you mean that it is an open access publication? If yes, the first step would be to check the license or conditions under which the paper is available. This will be clearly indicated on the journal's web page. The copyright terms/open access license will clearly state whether and to what extent you can use the source material (in this case, the paper you plan to share).
Also, you mention that you plan to circulate this paper among a larger group and on a larger scale workshop. Is this workshop commercial in nature? If yes, you should seek permission from the journal before distributing the article to avoid violating copyright. And do you plan to make any modifications to the paper's original content? Or, do you intend to repurpose it in any way? If yes, then the safest and the most ethical way forward would be to seek consent from the copyright holder for this. The gesture will not only help you eliminate any future complications but will also project you as a cautious author who respects the intellectual property of a fellow researcher. Additionally, when you use the paper for your workshop, be sure to cite the original source so that you give credit where it is due.
However, if the open access license of the paper you are referring to specifically mentions that you are free to share and distribute the paper, you can go ahead and do so.
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This content belongs to the Conducting Research Stage