Data Zones

In the RDMS, zones help organize and manage data by separating it into distinct areas. Each zone is like a dedicated workspace with its own rules and resources. This setup ensures that data is stored and accessed in a way that meets specific requirements, such as security or collaboration needs.

We have two zones in the RDMS:

1. Default Data Zone: The main area where most users archive and manage their non-sensitive research data.
2. Sensitive Data (SD) Zone: A specialized area designed for research data that requires extra protection due to privacy or confidentiality requirements.

The usage of multiple data zones brings certain advantages:

• Security: Sensitive data is kept separate from general research data, with stricter access controls.
• Flexibility: Each zone operates independently, allowing us to tailor policies and access settings to meet different needs.
• Collaboration: Zones allow users to work together while ensuring appropriate data handling.

1. The access to the data zone for sensitive data is only possible after having been granted access. Therefore, as a first step, contact rdms-support@rug.nl to request access. Keep in mind that only research group leaders, supervisors, or PIs can make the initial request.

You will receive a request form where you will be asked to provide the following information:

Faculty name:
Institute Name:
Research group:
E-mail address of applicant:
Role:
Name of the administrator(s) * :
Name of the Team Drive **  : 

* An administrator is the person who is responsible for the management of the whole Team Drive. The administrator is responsible for giving others permissions and roles to access data, as well as revoking their permissions and roles. 

** A RDMS Team Drive is a group environment where the administrator has total control of its management. Research data from different projects is organized and stored in an RDMS Team Drive. If the applicant requesting a new Team Drive is going to be its administrator, they can propose a name for the Team Drive when it is created. If the applicant is not an administrator, they should ask the designated Team Drive administrator(s) to provide a name for the new Team Drive. 

2. If everything is in order with your request form, you will receive an email from us outlining the terms and conditions for archiving research data in the SD zone of the RDMS, as well as the date when you can access the RDMS SD zone. By receiving this email, you confirm that you have read and accepted these terms and conditions required for using the RDMS SD zone.

Rules for Data Storage:

   * Data must be stored in Team Drives. Users are not allowed to store data in their Home Drive.
   * Folder and file names must not contain sensitive information.
   * Metadata keywords must not contain sensitive information.
   * Users should request permission from the administrator before they retrieve data from the sensitive data zone. 

Rules for Data Sharing and Access:

   * The administrator(s) of the Team Drive are fully responsible for managing user permissions and roles within the Team Drive, as well as the data structure.
     
System Monitoring:

   * The sensitive data zone of the RDMS is continuously monitored for changes made to files and folders, as well as for changes to user permissions and access rights.  This monitoring is essential for certain features of the GUI and allows for later review of operations when necessary.

Other project members should individually contact rdms-support@rug.nl to ask for the access to the Team Drive requested by their supervisors.

3. Accessing the RDMS SD zone and transferring data is similar to the Default zone. You can access the RDMS SD zone via the web interface and iCommands. To transfer data, you can also use Cyberduck and iCommands, but you need to configure the connection profiles accordingly.

Have a look at the Cyberduck and icommands subsections in this wiki for instructions on how to correctly configure the clients to access the Sensitive and Default data zones.

In the web interface, You can switch between data zones without the need to re-login. To switch zones, click on the RUG icon at the top of the web interface, then click on “Data Zone”. From there, you can select the zone that you would like to switch to.

If you click on the RUG icon, the name of the currently selected data zone will appear on the right side of the banner. Additionally, there is a slight difference in the colour scheme between the two zones, with the Sensitive Data Zone featuring a menu with a darker colour on the left side of the web interface.