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rdms:rdmsproject:policy [2026/03/17 12:03] – [1. Purpose and Scope] burcurdms:rdmsproject:policy [2026/09/08 08:25] (current) – [9. User Responsibilities] burcu
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   * Financial sustainability of the RDMS.   * Financial sustainability of the RDMS.
   * Good system performance and long-term accessibility of data.   * Good system performance and long-term accessibility of data.
-  * Prevention of data loss or orphaned data.+  * Prevention of data loss or [[https://wiki.hpc.rug.nl/rdms/rdmsproject/policy#user_responsibilities|orphaned data]].
  
 **The RDMS is a long-term research data storage service. It is intended for the storage of research data such as final datasets, processed results, or data that must be preserved for reproducibility, compliance, or archiving purposes. It is not intended for short-term, temporary, or actively changing working data.** **The RDMS is a long-term research data storage service. It is intended for the storage of research data such as final datasets, processed results, or data that must be preserved for reproducibility, compliance, or archiving purposes. It is not intended for short-term, temporary, or actively changing working data.**
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 ===== 3. Trash, Deletion, and Data Recovery ===== ===== 3. Trash, Deletion, and Data Recovery =====
  
-  * The RDMS maintains back-ups with a retention period of 30 days.+  * The RDMS maintains backups with a retention period of 30 days.
   * Deleted data can be restored within 30 days, provided it falls within the backup retention period.   * Deleted data can be restored within 30 days, provided it falls within the backup retention period.
   * The recovery time depends on the total data size and the number of individual files to be restored.   * The recovery time depends on the total data size and the number of individual files to be restored.
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   * A Team Drive is a group environment, managed by one or more owners.   * A Team Drive is a group environment, managed by one or more owners.
   * Team Drives are the recommended solution for managing larger datasets and data that belong to a group or institute.   * Team Drives are the recommended solution for managing larger datasets and data that belong to a group or institute.
-  * A Team Drive should at least have one owner with a permanent staff contract.+  * A Team Drive should have at least one owner with a permanent staff contract.
  
 ==== 5a. Quotas ==== ==== 5a. Quotas ====
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   * Team Drive administrators are fully responsible for managing user permissions and roles.   * Team Drive administrators are fully responsible for managing user permissions and roles.
-  * To grant new users access to the SD Zone, the administrator of a Team Drive must contact [[rdms-support@rug.nl|rdms-support@rug.nl]] to request that the new users are added to the SD Zone Team Drive.+  * To grant new users access to the SD Zone, the administrator of a Team Drive must contact [[rdms-support@rug.nl|rdms-support@rug.nl]] to request that the new users be added to the SD Zone Team Drive.
   * For further information, you can refer to the [[rdms::solution::multizone|Data Zones]] section of the RDMS user manual.   * For further information, you can refer to the [[rdms::solution::multizone|Data Zones]] section of the RDMS user manual.
  
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   * Compress files where possible to reduce storage consumption.   * Compress files where possible to reduce storage consumption.
   * Move large datasets from Home Drives to appropriate Team Drives.   * Move large datasets from Home Drives to appropriate Team Drives.
-  * Make sure that there is always at least one owner of your data whom RDMS can contact.+  * Make sure that there is always at least one responsible owner of your data whom the RDMS team can contact. 
 + 
 +When data appears to have no responsible owner, the RDMS team will make a reasonable attempt to contact the owner through the email address associated with the relevant RDMS account. If no responsible owner can be identified or contacted, the data will be considered **orphaned data**. This may occur, for example, when the owner of a Home Drive or Team Drive has left the University of Groningen, and responsibility for the data has not been transferred to another eligible person.
  
 **If users do not comply with the rules described in this policy, the RDMS team may block the ability to transfer new data to the affected Home Drive or Team Drive until the issue is resolved.** **If users do not comply with the rules described in this policy, the RDMS team may block the ability to transfer new data to the affected Home Drive or Team Drive until the issue is resolved.**
 +
 ===== 10. Leaving the University of Groningen ===== ===== 10. Leaving the University of Groningen =====
-Users who leave the University of Groningen **are responsible for** ensuring **their RDMS data** is handled appropriately before departure, by taking one of the following two actions:+ 
 +Users who leave the University of Groningen **are responsible** for ensuring their RDMS data is handled appropriately before departure. To prevent data from becoming **orphaned**, users must take one of the following two actions
  
 ==== 10a. Data is moved to a Team Drive ==== ==== 10a. Data is moved to a Team Drive ====
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   * The data has been moved to the Home Drive of a person with a permanent contract with the UG.   * The data has been moved to the Home Drive of a person with a permanent contract with the UG.
-  * The size of the data should not exceed 1TB, and individual file sizes should be less than 100,000 (see [[https://wiki.hpc.rug.nl/rdms/rdmsproject/policy#home_drives|Section 4]]).+  * The size of the data should not exceed 1 TB, and the total number of individual files should be less than 100,000 (see [[https://wiki.hpc.rug.nl/rdms/rdmsproject/policy#home_drives|Section 4]]).
  
-**Data without a responsible owner may be removed after 10 years, or earlier if it negatively impacts the RDMS system, for example, due to excessive storage use or performance issues.**+**Orphaned data will be removed six months after it has been identified as orphaned, unless responsibility for the data is transferred to an eligible owner within that period.**
  
 ===== 11. Policy Effective Data and Transitional Arrangements ===== ===== 11. Policy Effective Data and Transitional Arrangements =====