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rdms:workflows:archiving [2025/03/04 09:38] – [Step 1: Initialize a new Archiving Workflow] changed order a little bit. Added link to best practices wiki page for naming. jelterdms:workflows:archiving [2025/03/06 09:19] (current) – unstructured to unbundled jelte
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 ====== Archiving Workflow ====== ====== Archiving Workflow ======
-{{ :rdms:workflows:rdms_archiving_workflow_wiki.png?900 |}}+{{ :rdms:workflows:rdms_archiving_workflow_wiki.svg |}}
  
 The archiving workflow in the RDMS allows the owner of a [[rdms:solution:projects|RDMS Project]] to archive the data contained in the project folder by following a step-by-step process in the web interface. An archive in the RDMS is **a bundled dataset**, called //data package//, that contains both data and related metadata, and has been **frozen by making it read-only** in the system. The archive is by default **labelled with a creation date** to inform the user of when the data was frozen. The archived dataset (data package) can then be pushed to the publication workflow (**still in development**), which will allow the publishing of the dataset metadata to the outside world, in compliance with the Open Science framework. The archiving workflow in the RDMS allows the owner of a [[rdms:solution:projects|RDMS Project]] to archive the data contained in the project folder by following a step-by-step process in the web interface. An archive in the RDMS is **a bundled dataset**, called //data package//, that contains both data and related metadata, and has been **frozen by making it read-only** in the system. The archive is by default **labelled with a creation date** to inform the user of when the data was frozen. The archived dataset (data package) can then be pushed to the publication workflow (**still in development**), which will allow the publishing of the dataset metadata to the outside world, in compliance with the Open Science framework.
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-As data manager, you can do this step via the workflows tab in the web interface, where the available archive drafts are listed in the archiving workflow page. After the project admin initializes the workflow, you can find the newly created archive draft in the first column, labelled "Prepare data". You can identify the respective archive draft by the version tag that was assigned by the project admin in the previous step. +As data manager, you can do this step via the workflows tab in the web interface, where the available archive drafts are listed in the archiving workflow page. After the project admin initializes the workflow, you can find the newly created archive draft in the first column, labelled "Prepare data". The drafts are organized into cards and you can identify the respective archive draft by the version tag that was assigned by the project admin in the previous step. At the top of each card, you can find a button with three vertical dots which you can use to execute different tasks on the selected workflow. See the screenshot below for the location of the button and the options available to you.
- +
-The drafts are organized into cards, at the top of which you can find a button with three vertical dots. You can use this button to reveal the menu that allows the data manager to execute different tasks on the selected workflow. See the screenshot below for the location of the button and the options available to you.+
  
 {{ :rdms:workflows:rdms_workflow_dataprep_1.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_dataprep_1.png?direct&600 |}}
  
-If you click on the //Prepare data// option, a view of the currently selected data will open in a new window. In this window, you can verify that the data that needs to be archived is correct and complete, but you can also select an option that will allow you to add [[rdms:metadata:|RDMS metadata]] to the archive. What we mean here is that you will be adding metadata that was added to files and folders included in the archive, not that you are adding metadata **about** the archive. This will happen in a later step. +If you select the //Append data// option, you will be able to add data to the archive. Selecting this option will also open a new window, where you will be guided through adding data. Use this option if the project admin did not add all the data necessary to the archive at the previous step.\\ 
 + 
 +After all data was added, you can click on the //Prepare data// option to get a view of the currently selected data in a new window. In this window, you can verify that the data that needs to be archived is correct and complete, but you can also remove data again. Additionally, you can select an option that will allow you to add [[rdms:metadata:|RDMS metadata]] to the archive. What we mean here is that you will be adding metadata that was added to files and folders included in the archive, not that you are adding metadata **about** the archive. This will happen in a later step. 
  
 {{ :rdms:workflows:rdms_workflow_dataprep_2.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_dataprep_2.png?direct&600 |}}
  
-If you select the //Append data// option, you will be able to add data to the archive. Selecting this option will also open a new window, where you will be guided through adding data. Use this option if the project admin did not add all the data necessary to the archive at the previous step. You can also remove data here, should you find that unnecessary data was added during the initialization (see previous steps for screenshots of the process).\\ 
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-Finally, once you are ready to package the data, click on the //Copy data to archive// option to move the archive draft to the next step. A window will open, where you can verify the data sent to archive once again. If you decide to approve the data in this window, then the archiving workflow will start copying your data from the project space to the projects' data archive.+\\ 
 +Finally, once you are ready, click on the //Copy data to archive// option to move the archive draft to the next step. A window will open, where you can verify the data sent to archive once again. If you decide to approve the data in this window, then the archiving workflow will start copying your data from the project space to the projects' data archive.
  
 {{ :rdms:workflows:rdms_workflow_dataprep_3.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_dataprep_3.png?direct&600 |}}
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 **Prerequisites**: Step 2 has finished. **Prerequisites**: Step 2 has finished.
  
-In this step, the previously unstructured data that was moved to the project's archive space in the RDMS is bundled to a so called **data package**. This data package is a tar file containing the selected data, as well as RDMS file and folder metadata if the option to export it was selected in the previous step.+In this step, the previously unbundled data that was moved to the project's archive space in the RDMS is bundled to a so called **data package**. This data package is a tar file containing the selected data, as well as RDMS file and folder metadata if the option to export it was selected in the previous step.
  
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 {{ :rdms:workflows:rdms_workflow_dp_1.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_dp_1.png?direct&600 |}}
  
-If you select the //Create data package// option in the menu, the RDMS system will automatically bundle the previously unstructured data into a tar archive. Afterwards, the next step (adding metadata to data package) can follow.+If you select the //Create data package// option in the menu, the RDMS system will automatically bundle the previously unbundled data into a tar archive. Afterwards, the next step (adding metadata to data package) can follow.
  
 {{ :rdms:workflows:rdms_workflow_dp_4.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_dp_4.png?direct&600 |}}
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-While the RDMS in general allows the user to add metadata with or without a metadata template, the archiving workflow only allows to add metadata via templates. This is done to help standardize the metadata for archived projects and therefore make it better findable. Templates can be created by users and also shared with others. If there is no suitable metadata template present, you will therefore have to create one, as described in the [[rdms:metadata:metadatatemplates|Metadata Template section of the wiki]]. Nevertheless, please remember that you are adding metadata about the archive during this step, not about the single files and folders within it. As such, you might not need too much complexity when it come to the metadata template you want to use.\\+While the RDMS in general allows the user to add metadata with or without a metadata template, the archiving workflow only allows to add metadata via templates. This is done to help standardize the metadata for archived projects and therefore make them better findable. Templates can be created by users and also shared with others. If there is no suitable metadata template present, you will therefore have to create one, as described in the [[rdms:metadata:metadatatemplates|Metadata Template section of the wiki]]. Nevertheless, please remember that you are adding metadata about the archive during this step, not about the single files and folders within it. As such, you might not need too much complexity when it come to the metadata template you want to use.\\
 \\ \\
 As in previous steps, the three dots menu holds all the actions you can perform at this stage. They are, in order, //Add DOI//, //Add metadata template//, //Approve metadata//, and //Data package//. If you are data manager, you can move the archive draft back to the previous step. We do not expect you to have to do it, but last minutes changes to a data set could still happen. This is why you still have the option to edit the data. As in previous steps, the three dots menu holds all the actions you can perform at this stage. They are, in order, //Add DOI//, //Add metadata template//, //Approve metadata//, and //Data package//. If you are data manager, you can move the archive draft back to the previous step. We do not expect you to have to do it, but last minutes changes to a data set could still happen. This is why you still have the option to edit the data.
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 {{ :rdms:workflows:rdms_workflow_meta_1.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_meta_1.png?direct&600 |}}
  
-The last option in the menu we have not yet addressed is //Approve metadata//. This action is available only to the metadata manager. If you or other metadata managers have checked that the metadata has been filled in properly, then you can press the button //Approve metadata// to move the archive draft to the final stage of the archiving workflow. Note that a DOI link was automatically added as metadata entry, if a DOI was specified. +The last option in the menu we have not yet addressed is //Approve metadata//. This action is **available only to the metadata manager**. If you or other metadata managers have checked that the metadata has been filled in properly, then you can press the button //Approve metadata// to move the archive draft to the final stage of the archiving workflow. Note that a DOI link was automatically added as metadata entry, if a DOI was specified. 
  
 {{ :rdms:workflows:rdms_workflow_meta_4.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_meta_4.png?direct&600 |}}
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 </code> </code>
  
-If we have a look at the .json file with the metadata, we see that it contains info about the metadata related to the selected data, not the one related to the archive. The following is a snippet of that file that shows how this info is exported and included in the data package.+If we have a look at the JSON file with the metadata, we see that it contains info about the metadata related to the selected data, not the one related to the archive. The following is a snippet of that file that shows how this info is exported and included in the data package.
  
 <code> <code>