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| rdms:workflows:archiving [2025/03/06 09:07] – [Archiving Workflow] adjusted scheme image jelte | rdms:workflows:archiving [2025/08/22 07:42] (current) – [Step 2: Check Data and copy to Project Archive] burcu |
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| {{ :rdms:workflows:rdms_archiving_workflow_wiki.svg |}} | {{ :rdms:workflows:rdms_archiving_workflow_wiki.svg |}} |
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| 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 an [[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. |
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| During the archiving process, there are **three different roles** that will be active at different times. | An archive in the RDMS is a bundled dataset, called a **data package**, that contains both the data and its related metadata, and has been frozen by making it **read-only** in the system. Each archive is automatically labelled with a creation date to indicate when the data was frozen. |
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| | Once archived, the dataset (data package) can be pushed to the Publication workflow (currently still in development), which will enable the metadata to be published externally in line with the Open Science framework. |
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| | During the archiving process, there are three distinct roles, each of which becomes active at different stages. |
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| **Owner/Admin:** | **Owner/Admin:** |
| This role is responsible for assigning the data manager and metadata manager roles as well as starting the archiving process. By default, the creator of the RDMS project is its admin, but the role can also assigned to other users (see below for info about assigning roles). Best practice is to assign this role to the project supervisor. | This role is responsible for assigning the data manager and metadata manager roles as well as starting the archiving process. By default, the creator of the RDMS project is its admin, but the role can also be assigned to other users (see below for info about assigning roles). Best practice is to assign this role to the project supervisor. |
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| **Data Manager:** | **Data Manager:** |
| This role is responsible for verifying and completing the metadata information related to the archive. Best practice is to assign this role to the person(s) who know the origin and scope of the data. | This role is responsible for verifying and completing the metadata information related to the archive. Best practice is to assign this role to the person(s) who know the origin and scope of the data. |
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| A single user can have any number of these roles assigned to them, and/or multiple users can have the same or different role(s) and work at different stages of the archiving process. The important part is that each role is assigned to at least one user, otherwise the workflow cannot be completed. | A single user can have any number of these roles assigned to them, and/or multiple users can have the same or different roles and work at different stages of the archiving process. The important part is that each role is assigned to at least one user; otherwise, the workflow cannot be completed. |
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| ===== Steps of the Archiving Workflow ===== | ===== Steps of the Archiving Workflow ===== |
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| This section will explain the workflow starting from an already existing RDMS example project and walk you through the requirements to start the workflow, the different steps, and the roles active at each step. It will also elaborate more on the content of the created //data package//. | This section explains the Archiving workflow starting from an existing RDMS example project and walks you through the requirements to start the workflow, the different steps, and the roles active at each step. It will also elaborate more on the content of the created data package. |
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| ==== Prerequisites ==== | ==== Prerequisites ==== |
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| === Existing Project === | === Existing Project === |
| To start an archiving workflow, the first prerequisite is that the RDMS Project you want to archive **must** already exist. The project also needs to **contain data**. An empty project will result in an error after the first step of the workflow. | To start an Archiving workflow, the first prerequisite is that the RDMS Project you want to archive **must already exist**. In addition, the project must **contain data**. Attempting to archive an empty project will result in an error after the first step of the workflow. |
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| === Using the Web Interface === | === Using the Web Interface === |
| The archiving workflow requires using the [[rdms:webapp:|RDMS web interface]]. It is not possible to execute the workflow via CLI, e.g. iCommands. | The archiving workflow requires using the [[rdms:webapp:|RDMS web interface]]. It is not possible to execute the workflow via CLI, e.g., iCommands. |
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| === Correct User Privileges === | === Correct User Privileges === |
| If you want to start an archiving workflow as a project admin, you need the correct, elevated permissions to start the workflow and be able to assign user roles (data manager and metadata manager). If you lack these permissions, please contact [[rdms-support@rug.nl|rdms-support@rug.nl]]. The easiest way to check if you have the correct permissions is to check if you can assign roles to users in the project management tab. | If you want to start an archiving workflow as a project admin, you must have the appropriate elevated permissions to initiate the workflow and assign user roles(Data Manager and Metadata Manager). If you lack these permissions, please contact [[rdms-support@rug.nl|rdms-support@rug.nl]]. The easiest way to check if you have the correct permissions is to check if you can assign roles to users in the project management tab. |
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| For the other involved roles, metadata and data manager, no special permissions are needed, but they should have at least read/write permission in the project. If this is not the case, the workflow does not allow them to modify or approve the data (metadata). | For the other roles involved in the workflow, Metadata and Data Manager, no special permissions are required. However, they must have at least read/write permission in the project. Without these permissions, the workflow will not allow them to modify or approve the data or its metadata. |
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| === Assigning Roles === | === Assigning Roles === |
| If you know that you have the right permissions, then we recommend that you assign the desired workflow roles for the RDMS Project before starting an archiving workflow. You can do this, as the owner of the project, via the data management tab. | If you have the required permissions, we recommend assigning the appropriate workflow roles for the RDMS Project **before** starting an Archiving workflow. As the project owner, you can assign these roles from the Project Management tab. |
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| {{ :rdms:workflows:rdms_workflow_adding_roles.png?direct&800 |}} | {{ :rdms:workflows:rdms_workflow_adding_roles.png?direct&800 |}} |
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| **Notes:** | **Notes:** |
| * To assign a user as project admin, select the 'own' permission. Please note that the user needs elevated privileges (having 'own' is not enough) to be able to act as project admin. In cases where this is needed, please contact [[rdms-support@rug.nl|rdms-supprt@rug.nl]]. | * To assign a user as Project Admin, select the **own** permission. Please note that the user needs elevated privileges; having **own** permission alone is not sufficient. If this is needed, please contact [[rdms-support@rug.nl|rdms-supprt@rug.nl]]. |
| * To assign a user role, the user needs to have at least 'read' permission in the project. | * To assign a user role, the user needs to have at least 'read' permission in the project. |
| * The section about best practices gives useful information on how these roles could be assigned in a smart way. | * The section about [[rdms:workflows:archiving#best_practices|best practices]] provides useful guidance on how these roles could be assigned effectively. |
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| ---- | ---- |
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| To initialize the workflow via the data management tab, open the respective project in the tab, then open the menu in the top-right corner (cogwheel symbol) and select //Archive data//, as shown below. | To initialize the workflow via the Data Management tab, open the respective project in the tab, then open the menu in the top-right corner (cogwheel symbol) and select "Archive data", as shown below. |
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| {{ :rdms:workflows:rdms_workflow_init_2.png?direct&600 |}} | {{ :rdms:workflows:rdms_workflow_init_2.png?direct&600 |}} |
| {{ :rdms:workflows:rdms_workflow_init_1.png?direct&600 |}} | {{ :rdms:workflows:rdms_workflow_init_1.png?direct&600 |}} |
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| You will be redirected to another window that shows an overview of the selected data. The window also allows to specify a version tag for the created archiving workflow. The default tag is of the format ''archive<Timestamp>'' with the timestamp being the [[https://en.wikipedia.org/wiki/Unix_time|Unix time]] when the archiving workflow was initialized, but it can be customized by the user. | You will be redirected to another window that shows an overview of the selected data. The window also allows specifying a version tag for the created archiving workflow. The default tag is of the format ''archive<Timestamp>'' with the timestamp being the [[https://en.wikipedia.org/wiki/Unix_time|Unix time]] when the archiving workflow was initialized, but it can be customized by the user. |
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| {{ :rdms:workflows:rdms_workflow_init_4.png?direct&600 |}} | {{ :rdms:workflows:rdms_workflow_init_4.png?direct&600 |}} |
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| After clicking //Archive data//, you have completed this part of the workflow. Look to "Step 2" in this page for the next part. | After clicking "Archive data", you have completed this part of the workflow. Look to "Step 2" on this page for the next part. |
| ---- | ---- |
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| **Notes:** | **Notes:** |
| * The version tag can't be adjusted by the user afterwards. Please take this into account when adjusting this value. | * The version tag can't be adjusted by the user afterwards. Please take this into account when adjusting this value. |
| * If you adjust the archive name, it is still recommended to keep a timestamp of some sorts ([[rdms:bestpractices|usual naming recommendations]] apply). | * If you adjust the archive name, it is still recommended to keep a timestamp ([[rdms:bestpractices|usual naming recommendations]] apply). |
| * While the project admin can already select data during initialization, more data can be added or removed in the next step. This can be done by the data manager. | * While the project admin can already select data during initialization, more data can be added or removed in the next step. This can be done by the data manager. |
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| <hidden> | <hidden> |
| **Active role**: Data Manager\\ | **Active role**: Data Manager\\ |
| **Prerequisites**: Step 1 has finished, project folder is not empty.\\ | **Prerequisites**: Step 1 has finished, and the project folder is not empty.\\ |
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| In this step, the data manager checks if the data sent to be archived is complete and uncorrupted. If the data manager confirms that all is good, the data is copied to a separate folder in the projects archive, located at ''/rug/home/DataArchive/Projects/<projectname>/''. | In this step, the data manager checks if the data sent to be archived is complete and uncorrupted. If the data manager confirms that all is good, the data is copied to a separate folder in the project's archive, located at ''/rug/home/DataArchive/Projects/<projectname>/''. |
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| ---- | ---- |
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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". 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. | As a 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. |
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| {{ :rdms:workflows:rdms_workflow_dataprep_1.png?direct&600 |}} | {{ :rdms:workflows:rdms_workflow_dataprep_1.png?direct&600 |}} |
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| 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.\\ | 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.\\ |
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| 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. | 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. |
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| {{ :rdms:workflows:rdms_workflow_dataprep_2.png?direct&600 |}} | {{ :rdms:workflows:rdms_workflow_dataprep_2.png?direct&600 |}} |
| \\ | \\ |
| \\ | \\ |
| 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. | 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 if the data was 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 project's data archive. |
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| {{ :rdms:workflows:rdms_workflow_dataprep_3.png?direct&600 |}} | {{ :rdms:workflows:rdms_workflow_dataprep_3.png?direct&600 |}} |
| **Prerequisites**: Step 2 has finished. | **Prerequisites**: Step 2 has finished. |
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| 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 into a 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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| ---- | ---- |
| This step should be a short one if the data is in order. It is mostly implemented to make sure that if there are more than one data manager, they have the ability to check what the other data managers did. If you did implement our suggestion of having one data manager with final say, then this step is where they get to do a last check. In this step, you have the option to //Preview data//, to //Create data package//, and to //Prepare data// (see screenshot below). | This step should be a short one if the data is in order. It is mostly implemented to make sure that if there is more than one data manager, they can check what the other data managers did. If you did implement our suggestion of having one data manager with final say, then this step is where they get to do a last check. In this step, you have the option to "Preview data", to "Create data package", and to "Prepare data" (see screenshot below). |
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| {{ :rdms:workflows:rdms_workflow_dp_2.png?direct&600 |}} | {{ :rdms:workflows:rdms_workflow_dp_2.png?direct&600 |}} |
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| If you select //Preview data//, a window will show you the data contained in the archive draft. At this stage, the data package has not been created yet and data can still be freely added to the archive. If you wish to add more data, select //Prepare data// to move the card back a step. Add the necessary data to the archive draft, then move the card back to the //Data package// column. | If you select "Preview data", a window will show you the data contained in the archive draft. At this stage, the data package has not been created yet, and data can still be freely added to the archive. If you wish to add more data, select "Prepare data" to move the card back a step. Add the necessary data to the archive draft, then move the card back to the "Data package" column. |
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| {{ :rdms:workflows:rdms_workflow_dp_1.png?direct&600 |}} | {{ :rdms:workflows:rdms_workflow_dp_1.png?direct&600 |}} |
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| 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 the data package) can follow. |
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| {{ :rdms:workflows:rdms_workflow_dp_4.png?direct&600 |}} | {{ :rdms:workflows:rdms_workflow_dp_4.png?direct&600 |}} |
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| **Notes**: As mentioned above, you cannot directly add more data via the workflows page in this step. If you or another data manager sees that wrong data was selected or that data is missing, then you have to select the //Prepare data// option, which will move the workflow back to the previous step. There, you can adjust the content of the archive draft before moving it back to the current step. | **Note**: As mentioned above, you cannot directly add more data via the workflows page in this step. If you or another data manager sees that wrong data was selected or that data is missing, then you have to select the "Prepare data" option, which will move the workflow back to the previous step. There, you can adjust the content of the archive draft before moving it back to the current step. |
| </hidden> | </hidden> |
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| **Prerequisites**: Step 3 is finished, (a DOI for the data set exists). | **Prerequisites**: Step 3 is finished, (a DOI for the data set exists). |
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| In this step, metadata about the archive can be added to the data package, after the data package was successfully created. Also, **if it already exists**, a [[https://en.wikipedia.org/wiki/Digital_object_identifier|DOI]] of a related publications can be added to the data package. | In this step, metadata about the archive can be added to the data package after the data package has been successfully created. Also, **if it already exists**, a [[https://en.wikipedia.org/wiki/Digital_object_identifier|DOI]] of a related publication can be added to the data package. |
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| ---- | ---- |
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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 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.\\ | While the RDMS in general allows the user to add metadata with or without a metadata template, the archiving workflow only allows adding 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 comes 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-dot 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 a 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-minute 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_3.png?direct&600 |}} | {{ :rdms:workflows:rdms_workflow_meta_3.png?direct&600 |}} |
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| If you select //Add metadata template//, you will see a new window open. At the very top of the window, you can choose which template you want to fill in. Then you can select or type in the different metadata entries the template requires you to add. This step allows for both metadata, as well as data, managers to add metadata. | If you select "Add metadata template", you will see a new window open. At the very top of the window, you can choose which template you want to fill in. Then you can select or type in the different metadata entries the template requires you to add. This step allows for both metadata as well as data managers to add metadata. |
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| {{ :rdms:workflows:rdms_workflow_meta_2.png?direct&600 |}} | {{ :rdms:workflows:rdms_workflow_meta_2.png?direct&600 |}} |
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| If you already have generated a DOI for the dataset, then you can use the //Add DOI// menu button to insert the existing DOI into the metadata of the archive. You can also add a DOI linked to a related publication in this stage of the archiving workflow. The RDMS will check the DOI and will verify its validity. Please note that the correct format of the DOI to be specified is ''prefix/suffix'', **not** URL. | If you have already generated a DOI for the dataset, then you can use the "Add DOI" menu button to insert the existing DOI into the metadata of the archive. You can also add a DOI linked to a related publication in this stage of the archiving workflow. The RDMS will check the DOI and will verify its validity. Please note that the correct format of the DOI to be specified is ''prefix/suffix'', **not** URL. |
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| {{ :rdms:workflows:rdms_workflow_meta_1.png?direct&600 |}} | {{ :rdms:workflows:rdms_workflow_meta_1.png?direct&600 |}} |
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| 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 a metadata entry if a DOI was specified. |
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| {{ :rdms:workflows:rdms_workflow_meta_4.png?direct&600 |}} | {{ :rdms:workflows:rdms_workflow_meta_4.png?direct&600 |}} |
| <hidden> | <hidden> |
| **Active role**: Data Manager\\ | **Active role**: Data Manager\\ |
| **Prerequistes**: Step 4 is finished, data and metadata are complete. | **Prerequisites**: Step 4 is finished, data and metadata are complete. |
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| In this step, a last confirmation is needed by the data manager to finish the workflow, if everything has been set up properly. This is the last step of the workflow and a **point of no return**. | In this step, a last confirmation is needed by the data manager to finish the workflow if everything has been set up properly. This is the last step of the workflow and a **point of no return**. |
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| ---- | ---- |
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| At this stage of the archiving workflow, you have two options left as the data manager. You can either push the archive draft back to the add/confirm metadata stage by pressing //Metadata//, because some things are still missing, or press the //Archive// button to create the final archive and finish the workflow. | At this stage of the archiving workflow, you have two options left as the data manager. You can either push the archive draft back to the add/confirm metadata stage by pressing "Metadata", because some things are still missing, or press the "Archive" button to create the final archive and finish the workflow. |
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| {{ :rdms:workflows:rdms_archiving_appove_1.png?direct&800 |}} | {{ :rdms:workflows:rdms_archiving_appove_1.png?direct&800 |}} |
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| Pressing //Archive// will open a new window one last time, presenting all the info about the archived data package, its final destination, as well all metadata that will be added tot he archive. If everything looks good, you can use the //Archive// button to finalize the workflow. | Pressing "Archive" will open a new window one last time, presenting all the info about the archived data package, its final destination, as well as all metadata that will be added to the archive. If everything looks good, you can use the "Archive" button to finalize the workflow. |
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| {{ :rdms:workflows:rdms_archiving_appove_2.png?direct&800 |}} | {{ :rdms:workflows:rdms_archiving_appove_2.png?direct&800 |}} |
| ===== The Data Package and its Content ===== | ===== The Data Package and its Content ===== |
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| At the end of the archiving workflow, you will have created a **data package**. In the RDMS, we use this term to identify a data set with a specific structure that resulted from the archiving workflow. In this section, we will have a more detailed look at the data package and explain its internal structure. | At the end of the archiving workflow, you will have created a data package. In the RDMS, we use this term to identify a data set with a specific structure that resulted from the archiving workflow. In this section, we will have a more detailed look at the data package and explain its internal structure. |
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| In general, the following applies: | In general, the following applies: |
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| * The created data package is always in a structured ''*.tar'' format which is a standard format for bundling data that can be opened with different tools. | * The created data package is always in a structured ''*.tar'' format, which is a standard format for bundling data that can be opened with different tools. |
| * Inside the tar, there are different subfolders for the selected and archived data, as well as the information about the metadata on files and folders included in the archive, saved in ''*.json'' format. This second folder with the metadata info is only created if you selected to include metadata during step 2 of the archiving workflow. Otherwise, you will only see the folder containing the data. | * Inside the tar, there are different subfolders for the selected and archived data, as well as the information about the metadata on files and folders included in the archive, saved in ''*.json'' format. This second folder with the metadata info is only created if you selected to include metadata during step 2 of the archiving workflow. Otherwise, you will only see the folder containing the data. |
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| ===== Best Practices ===== | ===== Best Practices ===== |
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| This section explains our suggestions on how you can set up the roles in the project to more efficiently spread the tasks of the workflow among project participants. It will also give some more information about best practices in the specific context of the project archiving workflow. | This section provides recommendations on how to assign roles within a project to distribute the tasks of the Archiving workflow efficiently among project participants. It also highlights best practices specific to the project archiving process. |
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| | In general, roles can be assigned as follows: |
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| | * **Project Admin**: This role should be assigned to the project lead. The Project Admin manages the project (permissions, roles, etc.) and is also the only one who can start the workflow. Other than that, this role does not need to take additional steps in the workflow. |
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| In general, this is how the roles could be assigned in a project: | * **Data Manager**: The Data Manager verifies that all relevant data has been included in the archive. This role is best assigned to the person most familiar with the project’s data. |
| | * In a simple research project, this might be the main researcher who generated the data. |
| | * In projects where multiple people are familiar with different parts of the data, we recommend assigning the Data Manager role to each of them, so they can verify the integrity of their respective parts. |
| | * Since multiple Data Managers can be assigned, we also recommend agreeing in advance who has the final say in case of disagreements, as only one approval is required to move to the next step. |
| | * The Data Manager may also add metadata in the next stage of the workflow, but cannot approve it. |
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| * **Project Admin**: This role should be taken by the project lead. This is the person that manages the project (permissions, roles, etc.) and is also the only one that can start the workflow. Other than that, this role does not need to take additional steps in the workflow. | * **Metadata Manager**: The Metadata Manager is responsible for verifying that the metadata associated with the archive is accurate and complete. |
| * **Data Manager**: As this role verifies that all data that should be archived is included during the workflow, it makes sense to assign this role to the person that is most familiar with the data. In the case of a simple research project that could be the main researcher that produced that data. In cases where **multiple people are familiar with different parts of the data**, we recommend assigning the data manager role to each person, so they can individually verify the integrity of their part of the data. Since it is possible to assign multiple data managers, we also suggest to discuss beforehand **who will have final say** in the workflow, as only one approval is needed to move to the next step. The data manager can also add metadata in the following step of the workflow, but cannot approve the metadata. | * Ideally, this role should be assigned to someone with knowledge of the data who was not directly involved in earlier steps of the workflow. |
| * **Metadata Manager**: The main role of the metadata manager is to confirm that the metadata associated to the archive is correct and complete. We suggest assigning this role to a person in the project that has knowledge of the data, but that has not been involved in previous workflow steps. If no such person exists, then a data manager is also suited for this role. If you had multiple data managers in previous steps, we suggest appointing a data manager that did not have final say over the data set to this role. If your project/research group has staff that takes care of the data management, we suggest assigning them to metadata manager. | * If such a person is not available, a Data Manager may also serve as Metadata Manager. |
| | * If there were multiple Data Managers in the earlier steps, we suggest assigning the Metadata Manager role to one who did not have final authority over the dataset. |
| | * If your project or research group has dedicated data management staff, they are well-suited for this role. |
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| As already mentioned above, multiple roles can be assigned to the same user. If a user is both data and metadata manager, then the whole workflow, except the initialization, can be done by that single user. This is also a valid possibility, but we suggest you make use of the "checks and balances" that the archiving workflow introduces by assigning roles to different users, where possible. | As noted above, multiple roles can be assigned to the same user. If a user is both a data and metadata manager, then the whole workflow, except for the initialization, can be done by that single user. This is also a valid possibility, but we suggest you make use of the "checks and balances" that the archiving workflow introduces by assigning roles to different users, where possible. |
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