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rdms:webapp:archiving [2022/12/07 15:37] marguerite [Step 4:] |
rdms:webapp:archiving [2023/12/11 13:02] (current) jelte indexmenu number adjusted + Title Change |
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- | {{indexmenu_n> | + | {{indexmenu_n> |
- | ====== Archiving ====== | + | ====== Archiving |
- | The RDMS WebInterface | + | The RDMS web interface |
- | During the archiving process, there will be three different **roles** that will be active at different times. A single user can have any number of these roles assigned to them and/or multiple users can have different roles and work at different stages of the archiving process. | + | During the archiving process, there will be three different **roles** that will be active at different times. A single user can have any number of these roles assigned to them, and/or multiple users can have different roles and work at different stages of the archiving process. |
**Owner/ | **Owner/ | ||
- | This role is responsible for assigning the data manager and metadata manager roles, starting the archiving process. Best practice | + | This role is responsible for assigning the data manager and metadata manager roles, starting the archiving process. Best practice is to assign this role to a supervisor and/or to the person(s) |
**Data Manager:** | **Data Manager:** | ||
- | This role is responsible | + | This role is responsible |
**Metadata Manager:** | **Metadata Manager:** | ||
- | This role is responsible | + | This role is responsible |
- | ==== Step 0: ==== | + | ==== Step 1: ==== |
Active role: Owner | Active role: Owner | ||
+ | |||
When you start the archiving process, you will be prompted to select the folders or files you want to archive. In this step, you can decide if you want to archive the entire project folder or just a part of it. | When you start the archiving process, you will be prompted to select the folders or files you want to archive. In this step, you can decide if you want to archive the entire project folder or just a part of it. | ||
- | NB: Most of the time, you will select the entire folder. There are cases, however, where part of the archive needs to be deleted before the customary 10 years are up, due to privacy regulations. In such cases, we advise you to create two archives: one containing normal data that should be stored for 10 years, the other containing the sensitive data that needs to be deleted earlier. A good practice would be to label both archives in a way that makes it clear that they are interlinked and which one contains the sensitive data. This is best done in the project folder before the archiving starts. | + | NB: Most of the time, you will select the entire folder. There are cases, however, where part of the archive needs to be deleted before the customary 10 years of retention period is up, due to privacy regulations. In such cases, we advise you to create two archives: one containing normal data that should be stored for 10 years, the other containing the sensitive data that needs to be deleted earlier. A good practice would be to label both archives in a way that makes it clear that they are interlinked and which one contains the sensitive data. This is best done in the project folder before the archiving starts. |
- | ==== Step 1: ==== | + | ==== Step 2: ==== |
Active role: Data Manager | Active role: Data Manager | ||
- | In this step, the data manager checks if the data contained in the project folder sent to the archiving stage is complete and uncorrupted. If the data manager | + | In this step, the data manager checks if the data, that is contained in the project folder |
- | ==== Step 2&3: ==== | + | ==== Step 3: ==== |
Active role: Metadata Manager | Active role: Metadata Manager | ||
- | In this second | + | In this third step, the Metadata Manager is able to verify already existing metadata and add new metadata to complete the description of the archive itself or of single parts of the archive. Once the metadata is complete and approval is given by the Metadata Manager, then the archive is going to be moved to the next step, where metadata is once again verified (but new metadata cannot be added anymore) and the option is given to add an existing DOI to the archive. Here the metadata manager |
- | NB: The RDMS does not generate a DOI for you yet, but we have it on our development road map. | + | NB: The RDMS does not generate a DOI for you yet, but we have it in our development road map. |
==== Step 4: ==== | ==== Step 4: ==== | ||
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Active role: Data Manager | Active role: Data Manager | ||
- | The Data Manager | + | The data manager |