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Open-Source Software Use

The Open-Source Software Use page shows developers and technical buyers what to record before adding a dependency, when to involve a specialist, and how to keep review evidence with a component owner.

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Overview

The Open-Source Software Use page is a practical reference for developers and technical buyers preparing to add an open-source dependency. It asks the requester to capture the exact component and pinned version, source, purpose, runtime context, modifications, and whether the component will be distributed or exposed to outside users. This gives the component owner and any specialist reviewer a concrete description of the use being considered.

The page includes a license-question table that pairs situations with evidence to record and signals for when to consult a specialist. It also provides a fictional worked example: Northstar Works’ Billing Platform team considers a parsing library for an internal reconciliation service, then pauses when a bundled component has an empty license file. The example makes clear that a later move to a customer-installed tool is a different use context and calls for a fresh review. A review-evidence section identifies records to retain, while ownership and revisit guidance describe who keeps the record and which changes should trigger another conversation.

Use this page before a dependency enters a build or a buyer commits to a product containing open-source components. It is also useful when a prototype approaches production or when a version, license, modification, exposure, or service owner changes. Do not use it as a license approval, legal opinion, replacement for an established review procedure, or automated dependency inventory. When license terms are missing, unclear, or offer multiple options, record what you found and ask the component owner to route the question to a specialist rather than guessing.

Standards & compliance context

The page supports traceable review by prompting teams to retain version-specific license text, notices, intended-use details, and reviewer responses; it does not establish compliance or replace organizational procedures.
License interpretation and decisions about obligations belong to qualified specialists or Legal, especially for modified, combined, distributed, or network-exposed components.
The page distinguishes internal use from customer distribution and outside network access so reviewers can assess the context; it does not claim that any particular license permits a scenario.
Keep the page’s headings, table headers, and link labels descriptive and ensure text and table content remain accessible to readers using assistive technology, in line with WCAG 2.1 AA practices.

General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.

What's inside this template

Before you add an open-source dependency

Start by describing the proposed use and treating this page as a coordination aid, not an approval.

For developers and technical buyers at Northstar Works, a fictional organization used as the sample setting Write down what you intend to use, how you will use it and which license terms apply, then share that with the owner who coordinates review. Doing this before the dependency lands in a build or a purchase order makes questions cheaper to answer. This page is a coordination aid. It does not approve a component, and it does not replace the organization's review procedure or a legal determination. When the answer is unclear, pause the change and ask rather than infer permission.

Intended use

Capture the component and context reviewers need before assessing a proposed dependency.

Reviewers can only judge a component against a described use. Record these five things in your request: Component and version: the exact name, the version you plan to pin, and where you downloaded it from. Purpose: the specific job it will do, such as parsing invoice files, rather than a general label like utility library. Where it runs: a developer laptop, an internal service, a customer-facing service or software shipped to customers. Modification: whether you will use it as published or change its source or build. Exposure: whether it will be distributed outside Northstar Works or its functionality offered to outside users over a network. Who does what The requester supplies this context. The component owner named for the product or service coordinates the review and keeps the record. A specialist reviewer in IT and Security, or in Legal, is consulted when the table below says so.

License questions: what to record and when to ask

Match the proposed use to the evidence to retain and the situations that require a specialist.

A discussion aid for preparing your request. It is not a legal decision table; the specialist decides what a license requires. Situation What to record Ask a specialist when Used as published, internal only License name, license text location, version, notices that ship with it The license text is unfamiliar or has conditions you cannot summarize Source or build modified What changed, why, and where the modified copy is kept Always, before the modified version is used beyond a test environment Shipped to customers or partners Which product bundles it, how it is packaged, and which notices are included Always, before the release is planned Offered to users over a network Which service exposes it and who can reach that service The license text mentions network use or sharing of source Combined with other components Which components are linked or bundled with it, and how The licenses differ or either one has conditions on combined work License missing, unclear, or dual-licensed Where you looked, and which option you believe applies Always. Do not choose the option yourself

Worked example: a parsing library for an internal service

See how an unresolved license file pauses an otherwise documented internal-use request and how later customer distribution changes the review context.

The Billing Platform team at Northstar Works wants to add ledger-parse , a fictional open-source library, to read supplier invoice files in an internal reconciliation service. The requester prepares this record for the Billing Platform technical lead, who is the component owner. Component and version: ledger-parse 2.4.1, pinned, downloaded from the project's official release page. Purpose: read CSV and XML invoice files into the reconciliation service. Where it runs: an internal service with no customer access. Modification: none; used as published. Exposure: not distributed, and not offered to outside users. License notes: the project states a permissive license. The requester saved the license text from the release and noted that it asks for the copyright notice to be kept. Open question: the library bundles a second small component whose license file is empty. Because of that open question, the owner does not treat the request as complete. The requester asks the specialist reviewer about the bundled component and holds the change until the answer is recorded. A few weeks later the team wants to ship the same library inside a customer-installed tool. That is a different distribution context, so the owner opens a fresh review.

Review evidence to keep

Keep version-specific source material, intended-use notes, and reviewer responses with the component owner.

Keep these where the component owner can find them. A recorded item shows what was known and asked; it is not an approval. Component identity What exactly was reviewed. Name, pinned version and source location Date you downloaded or reviewed it Names of any bundled components License text The words the review relied on. A saved copy of the license text for that version Any notice files that ship with it The license option chosen, if it offers more than one Intended-use notes The context the review assumed. Purpose, where it runs and whether it is modified Whether it is distributed or exposed over a network The service or product that will depend on it Questions and findings What was asked and what came back. Each question raised, who it went to and the reply Any condition the specialist asked you to meet The role responsible for tracking the component

Common questions

Use these answers for version updates, unclear licenses, production discoveries, supplier products, and prototypes.

Do I need a new review when I upgrade to a newer version? Tell the component owner. A minor version bump with the same license and the same use may only need the record updated. If the license text changed, or the component now bundles something new, treat it as a new question and consult a specialist. What if I can't find the license, or the project lists two? Record where you looked and what you found, then stop. Do not pick an option or assume that no license means free to use. Send the details to the component owner so a specialist can respond. The dependency is already in production. What should I do? Do not remove it on your own. Gather the details in the table above, tell the component owner, and pause any change to how it is used until the owner or a specialist has replied. I'm buying a product that includes open-source components. Does this apply? Yes. As a technical buyer, ask the supplier which open-source components and licenses the product includes, and record the answers with your intended use. Share them with the component owner or the specialist reviewer before you commit. My use is a test or prototype. Can I skip this? Keep notes even for a prototype, because prototypes often become real services. Note that the use is a test. If the prototype moves toward production, shipping or sharing outside the team, return to the table and ask the relevant specialist before it does.

Ongoing ownership

Separate the requester’s role in supplying context from the component owner’s responsibility to maintain the record and involve specialists.

A review is a snapshot. Each dependency needs a named role, not a person, so the record outlasts team changes. Component owner The technical lead for the product or service that depends on the component. Keeps the review record with the evidence listed above Reopens the review when the triggers below occur Routes unclear license questions to a specialist Specialist reviewer A trained reviewer in IT and Security or Legal, consulted as the table indicates. Answers license and obligation questions Says what must be recorded or done before use Is the only route for a decision on unclear or modified components

When to revisit a review

Return to the component owner when a listed change makes the original review context incomplete.

Return to the component owner whenever one of these changes: the pinned version changes, or the component's license text does you start modifying the source or build the component is shipped, bundled with another product or offered to outside users the service that uses it changes owner or purpose For operational questions, such as where to submit a request or who covers a specialist role, use the IT and Security route Northstar Works publishes for dependency questions. If you are unsure which route applies, ask your component owner first.

How to use this template

Identify the product or service that will depend on the component and name its technical lead as the component owner.
Record the component name, pinned version, download source, specific purpose, runtime location, modification status, and distribution or network exposure.
Save the license text and notice files for the version under review, and list bundled or combined components and any unresolved license questions.
Share the record with the component owner before the dependency enters a build or a purchase commitment, and ask a specialist about any trigger in the license table.
Keep the reviewer’s questions, replies, conditions, and evidence where the component owner can retrieve them; do not treat the record itself as approval.
Revisit the record when the version, license, modifications, exposure, service purpose, or ownership changes, and pause unclear changes until the owner or specialist responds.

Best practices

Pin and record the exact component version and source instead of documenting only a project name.
Describe the component’s specific job and where it runs so reviewers can assess the actual use rather than a vague label.
Save the license text and notices for the reviewed version, including any license choice presented by the project.
List bundled components explicitly and treat an empty or missing license file as an open question rather than evidence of permission.
Ask a specialist before using a modified component beyond a test environment or planning a customer-facing release.
Open a fresh review when an internal-only use changes to customer distribution or network exposure.
Assign ownership to the technical lead role for the dependent service and store evidence where that role can maintain it.
Record the date and unresolved questions so a later version change can be compared with the context originally reviewed.

What this template typically catches

Issues teams running this template most often surface in practice:

A request says “utility library” but does not explain the component’s actual job.

The record names a project but omits the pinned version or the source it came from.

The license file is missing, empty, unfamiliar, or dual-licensed, yet someone assumes use is allowed.

A bundled dependency is overlooked even though its license may raise a separate question.

An internal service later ships the same component to customers without a fresh review of the changed context.

Review evidence exists in an individual requester’s notes but has no component owner responsible for keeping it.

A dependency version changes while the saved license text and notices still describe an older release.

The page is published without a real organizational request route, leaving readers unsure where to take operational questions.

Common use cases

Software engineer adding a service dependency

A developer preparing a new library for an internal service records its pinned version, purpose, runtime, and license evidence before it enters the build. The component owner can route any unclear or bundled-license question to a specialist.

Release lead preparing customer distribution

A release owner documents which product bundles a component, how it is packaged, and which notices will ship. The page flags customer distribution as a reason to seek review before the release is planned.

Technical lead tracking an existing component

A service lead keeps the review evidence and checks it when the version, license, use, or service ownership changes. If a test use expands toward production or outside access, the lead returns to the relevant review questions.

Technology buyer evaluating supplier software

A buyer asks a supplier which open-source components and licenses are included, records the intended product use, and shares the details with the component owner before committing. The page does not substitute for supplier due diligence or a specialist’s decision.

Frequently asked questions

What kinds of open-source use does this page cover?

It helps developers and technical buyers document a dependency’s purpose, version, source, runtime, modifications, and distribution or network exposure. The license table highlights situations to take to a specialist, including modified components, customer distribution, unclear licenses, and combined works. It is a coordination aid, not an approval or legal determination.

Who should prepare and own a dependency review?

The requester records the intended use and supporting details. The technical lead for the product or service that depends on the component acts as component owner, coordinates the review, and keeps the evidence. A trained IT and Security or Legal specialist answers questions that require specialist review.

When should we review or revisit a dependency?

Prepare the record before the dependency enters a build or purchase commitment. Revisit it when the pinned version or license text changes, source or build modifications begin, distribution or network exposure changes, or the service changes owner or purpose. A minor version change with the same license and use may only require an updated record, but ask the component owner.

Does this page determine whether a license permits our use?

No. The table helps prepare a discussion by showing what context and evidence to record and when to ask a specialist. It does not interpret license obligations or replace the organization's review procedure or a legal determination. Do not choose between license options or infer permission when a license is missing or unclear.

What should we do if the component is already in production?

Tell the component owner, gather the component and use details, and pause any change to how it is used until the owner or a specialist responds. Do not remove the dependency on your own. Record the question and response so the owner can track the issue and next steps.

How do I adapt this page for a different team or organization?

Replace the fictional Northstar Works and ledger-parse example with an example that clearly reflects your organization, while keeping it labeled as illustrative unless it is verified. Add your actual submission route and specialist-role coverage only after confirming them. Preserve the distinction between a recorded request and an approval.

Does the page connect to a software composition analysis or ticketing system?

No connected scanner, ticketing workflow, or approval integration is described in this template. The page explains what evidence to keep and which roles coordinate review, but your organization must provide the real request route and storage location. If you add links or connected blocks during customization, verify their destination and source.

Can a prototype skip the record, and what about a supplier product?

The page recommends keeping notes even for a prototype because its use may expand; record that it is a test and revisit before production, shipping, or outside sharing. For a supplier product, ask which open-source components and licenses it includes, document the intended use, and share the information with the component owner or specialist before committing.

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Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.

Before you add an open-source dependency For developers and technical buyers at Northstar Works, a fictional organization used as the sample setting Write down what you intend to use, how you will use it and which license terms apply, then share that with the owner who coordinates review. Doing this before the dependency lands in a build or a purchase order makes questions cheaper to answer. This page is a coordination aid. It does not approve a component, and it does not replace the organization's review procedure or a legal determination. When the answer is unclear, pause the change and ask rather than infer permission. On this page Intended use Reviewers can only judge a component against a described use. Record these five things in your request: Component and version: the exact name, the version you plan to pin, and where you downloaded it from. Purpose: the specific job it will do, such as parsing invoice files, rather than a general label like utility library. Where it runs: a developer laptop, an internal service, a customer-facing service or software shipped to customers. Modification: whether you will use it as published or change its source or build. Exposure: whether it will be distributed outside Northstar Works or its functionality offered to outside users over a network. Who does what The requester supplies this context. The component owner named for the product or service coordinates the review and keeps the record. A specialist reviewer in IT and Security, or in Legal, is consulted when the table below says so. License questions: what to record and when to ask A discussion aid for preparing your request. It is not a legal decision table; the specialist decides what a license requires. Situation What to record Ask a specialist when Used as published, internal only License name, license text location, version, notices that ship with it The license text is unfamiliar or has conditions you cannot summarize Source or build modified What changed, why, and where the modified copy is kept Always, before the modified version is used beyond a test environment Shipped to customers or partners Which product bundles it, how it is packaged, and which notices are included Always, before the release is planned Offered to users over a network Which service exposes it and who can reach that service The license text mentions network use or sharing of source Combined with other components Which components are linked or bundled with it, and how The licenses differ or either one has conditions on combined work License missing, unclear, or dual-licensed Where you looked, and which option you believe applies Always. Do not choose the option yourself Worked example: a parsing library for an internal service The Billing Platform team at Northstar Works wants to add ledger-parse , a fictional open-source library, to read supplier invoice files in an internal reconciliation service. The requester prepares this record for the Billing Platform technical lead, who is the component owner. Component and version: ledger-parse 2.4.1, pinned, downloaded from the project's official release page. Purpose: read CSV and XML invoice files into the reconciliation service. Where it runs: an internal service with no customer access. Modification: none; used as published. Exposure: not distributed, and not offered to outside users. License notes: the project states a permissive license. The requester saved the license text from the release and noted that it asks for the copyright notice to be kept. Open question: the library bundles a second small component whose license file is empty. Because of that open question, the owner does not treat the request as complete. The requester asks the specialist reviewer about the bundled component and holds the change until the answer is recorded. A few weeks later the team wants to ship the same library inside a customer-installed tool. That is a different distribution context, so the owner opens a fresh review. Review evidence to keep Keep these where the component owner can find them. A recorded item shows what was known and asked; it is not an approval. Component identity What exactly was reviewed. Name, pinned version and source location Date you downloaded or reviewed it Names of any bundled components License text The words the review relied on. A saved copy of the license text for that version Any notice files that ship with it The license option chosen, if it offers more than one Intended-use notes The context the review assumed. Purpose, where it runs and whether it is modified Whether it is distributed or exposed over a network The service or product that will depend on it Questions and findings What was asked and what came back. Each question raised, who it went to and the reply Any condition the specialist asked you to meet The role responsible for tracking the component Common questions Do I need a new review when I upgrade to a newer version? Tell the component owner. A minor version bump with the same license and the same use may only need the record updated. If the license text changed, or the component now bundles something new, treat it as a new question and consult a specialist. What if I can't find the license, or the project lists two? Record where you looked and what you found, then stop. Do not pick an option or assume that no license means free to use. Send the details to the component owner so a specialist can respond. The dependency is already in production. What should I do? Do not remove it on your own. Gather the details in the table above, tell the component owner, and pause any change to how it is used until the owner or a specialist has replied. I'm buying a product that includes open-source components. Does this apply? Yes. As a technical buyer, ask the supplier which open-source components and licenses the product includes, and record the answers with your intended use. Share them with the component owner or the specialist reviewer before you commit. My use is a test or prototype. Can I skip this? Keep notes even for a prototype, because prototypes often become real services. Note that the use is a test. If the prototype moves toward production, shipping or sharing outside the team, return to the table and ask the relevant specialist before it does. Ongoing ownership A review is a snapshot. Each dependency needs a named role, not a person, so the record outlasts team changes. Component owner The technical lead for the product or service that depends on the component. Keeps the review record with the evidence listed above Reopens the review when the triggers below occur Routes unclear license questions to a specialist Specialist reviewer A trained reviewer in IT and Security or Legal, consulted as the table indicates. Answers license and obligation questions Says what must be recorded or done before use Is the only route for a decision on unclear or modified components When to revisit a review Return to the component owner whenever one of these changes: the pinned version changes, or the component's license text does you start modifying the source or build the component is shipped, bundled with another product or offered to outside users the service that uses it changes owner or purpose For operational questions, such as where to submit a request or who covers a specialist role, use the IT and Security route Northstar Works publishes for dependency questions. If you are unsure which route applies, ask your component owner first.