Updates related to the use of keywords

Author: buddhasystem

_documents/keywords.md

@@ -2,18 +2,36 @@
 title: ePIC Keywords
 name: keywords
 layout: default
-years:
-- 2024
-- 2023
 ---
 {% include layouts/title.md %}
 
 
-#### Conferences
+##### Use of keywords in ePIC
+
+The keywords assigned to a variety of materials (which can inclusde papers,
+slides, images, computer code and software etc) play a crucial role in
+integration of the information systems used in ePIC. This page serves as
+the main information point regarding management of keywords. Proposals
+for creation of new words should be sent to the leadership of the Collaboration.
+The tables below contain a list of both accepted and proposed keywords.
+When uploding materials to the Collaboration Document Management Database
+(Zenodo) it is strongly recommended to assign some of the approved and
+relevant keywords to the uploads.
+
+##### Keyword creation guidelines
+
+To reduce the potential of mistyping keywords in our internal documents and
+also in query forms in the Zenodo system, it is strongly suggested to stick
+with the simplest descriptive form, and lowercase letters, while also reducing
+the use of dash '-' and underscore '_' unless it really helps the readability.
+Using decimal numbers is often a neccessity so it's acceptable.
+
+##### Conferences
 
 * Please note that conference keywords (tags) are presented on a dedicated [conference page](/meetings/conferences.html) with links to the conferences' websites.
 * Some of the keywords are posted here before the correponding materials are uploaded to Zenodo, which means not every query will return results.
 
+
 ---
 
 ##### Document-related keywords

_meetings/conferences.md

@@ -64,6 +64,7 @@ mailing list for Collaboration-level conference material approval: __epic-talks-
 Keywords rendered as clickable links will list the ePIC items on archived on Zenodo, related to the conference (or meeting).
 * Please note that some conference uploads (especially for future conferences) may be still pending i.e. not all queries will produce results.
 * For easy access, the conferences are grouped by the year.
+* When suggesting a keyword for a new conference, please consult the guidelines on top of the [keywords page](/documents/keywords.html).
 
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