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rdms:workflows:archiving [2025/08/21 10:36] – [Best Practices] burcurdms:workflows:archiving [2025/09/25 09:40] (current) – [Archiving Workflow] changed owner to admin jelte
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 {{ :rdms:workflows:rdms_archiving_workflow_wiki.svg |}} {{ :rdms:workflows:rdms_archiving_workflow_wiki.svg |}}
  
-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.+The archiving workflow in the RDMS allows the admin 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.
  
-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.+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 unique timestamp to indicate when the data was frozen.
  
 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. 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. During the archiving process, there are three distinct roles, each of which becomes active at different stages.
  
-**Owner/Admin:**+**Project 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 be 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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 ===== Steps of the Archiving Workflow ===== ===== Steps of the Archiving Workflow =====
  
-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//.+This section explains the archiving workflow starting from an existing RDMS 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.
  
 ==== Prerequisites ==== ==== Prerequisites ====
  
 === Existing Project === === Existing Project ===
-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.+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.
  
 === Using the Web Interface === === Using the Web Interface ===
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 === Assigning Roles === === Assigning Roles ===
-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. +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. 
  
 {{ :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 a 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.
  
  
 ==== Step 1: Initialize a new Archiving Workflow ==== ==== Step 1: Initialize a new Archiving Workflow ====
-<hidden>+++++ Click to display detailed information on the first step of the archiving workflow |
 **Active role**: Project Admin\\ **Active role**: Project Admin\\
 **Prerequisites**: Project to be archived exists, Project folder contains data.\\ **Prerequisites**: Project to be archived exists, Project folder contains data.\\
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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.  
  
 {{ :rdms:workflows:rdms_workflow_init_2.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_init_2.png?direct&600 |}}
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 {{ :rdms:workflows:rdms_workflow_init_4.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_init_4.png?direct&600 |}}
  
-After clicking //Archive data//, you have completed this part of the workflow. Look to "Step 2" on 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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 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. Most of the time, you will select the entire folder. However, there are cases where part of the archive needs to be deleted before the customary retention period (10 years), due to privacy regulations.\\ 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. Most of the time, you will select the entire folder. However, there are cases where part of the archive needs to be deleted before the customary retention period (10 years), 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. Please contact [[rdms-support@rug.nl|rdms-support@rug.nl]] if your data fits what we just described and you are unsure how to use the archiving workflow in such cases.  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. Please contact [[rdms-support@rug.nl|rdms-support@rug.nl]] if your data fits what we just described and you are unsure how to use the archiving workflow in such cases. 
-</hidden>+++++
  
 ==== Step 2: Check Data and copy to Project Archive ==== ==== Step 2: Check Data and copy to Project Archive ====
-<hidden>+++++ Click to display detailed information on the second step of the archiving workflow |
 **Active role**: Data Manager\\ **Active role**: Data Manager\\
 **Prerequisites**: Step 1 has finished, and the project folder is not empty.\\ **Prerequisites**: Step 1 has finished, and the project folder is not empty.\\
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 {{ :rdms:workflows:rdms_workflow_dataprep_1.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_dataprep_1.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.\\+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. +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 |}}
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 \\ \\
 \\ \\
-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.+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.
  
 {{ :rdms:workflows:rdms_workflow_dataprep_3.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_dataprep_3.png?direct&600 |}}
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 {{ :rdms:workflows:rdms_workflow_dataprep_4.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_dataprep_4.png?direct&600 |}}
  
-</hidden>+++++
  
 ==== Step 3: Creation of the Data Package ==== ==== Step 3: Creation of the Data Package ====
-<hidden>+++++ Click to display detailed information on the third step of the archiving workflow |
 **Active role**: Data Manager\\ **Active role**: Data Manager\\
 **Prerequisites**: Step 2 has finished. **Prerequisites**: Step 2 has finished.
  
-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.+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.
  
 ---- ----
-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 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).
  
 {{ :rdms:workflows:rdms_workflow_dp_2.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_dp_2.png?direct&600 |}}
  
-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.
  
 {{ :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 unbundled data into a tar archive. Afterwards, the next step (adding metadata to the 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.
  
 {{ :rdms:workflows:rdms_workflow_dp_4.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_dp_4.png?direct&600 |}}
  
-**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>+++++
  
 ==== Step 4: Add/Approve Metadata ==== ==== Step 4: Add/Approve Metadata ====
-<hidden>+++++ Click to display detailed information on the fourth step of the archiving workflow |
 **Active role**: Metadata Manager and Data Manager\\ **Active role**: Metadata Manager and Data Manager\\
 **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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 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.\\ 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-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.+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.
  
 {{ :rdms:workflows:rdms_workflow_meta_3.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_meta_3.png?direct&600 |}}
  
-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.
  
 {{ :rdms:workflows:rdms_workflow_meta_2.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_meta_2.png?direct&600 |}}
  
-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. +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. 
  
 {{ :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 a 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. 
  
 {{ :rdms:workflows:rdms_workflow_meta_4.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_meta_4.png?direct&600 |}}
  
-</hidden>+++++
  
 ==== Step 5: Move Data Package to Archive ==== ==== Step 5: Move Data Package to Archive ====
-<hidden>+++++ Click to display detailed information on the fifth step of the archiving workflow |
 **Active role**: Data Manager\\ **Active role**: Data Manager\\
 **Prerequisites**: Step 4 is finished, data and metadata are complete. **Prerequisites**: Step 4 is finished, data and metadata are complete.
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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.
  
 {{ :rdms:workflows:rdms_archiving_appove_1.png?direct&800 |}} {{ :rdms:workflows:rdms_archiving_appove_1.png?direct&800 |}}
  
-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. +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. 
  
 {{ :rdms:workflows:rdms_archiving_appove_2.png?direct&800 |}} {{ :rdms:workflows:rdms_archiving_appove_2.png?direct&800 |}}
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 {{ :rdms:workflows:rdms_archiving_approve_3.png?direct&800 |}} {{ :rdms:workflows:rdms_archiving_approve_3.png?direct&800 |}}
  
-</hidden>+++++
 ===== The Data Package and its Content =====  ===== The Data Package and its Content ===== 
  
-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. 
  
 In general, the following applies: In general, the following applies:
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 ===== Best Practices ===== ===== Best Practices =====
  
-This section provides recommendations on how to assign roles within a project in order to distribute the tasks of the Archiving workflow efficiently among project participants. It also highlights best practices specific to the project archiving process.+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.
  
 In general, roles can be assigned as follows: In general, roles can be assigned as follows:
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   * **Metadata Manager**: The Metadata Manager is responsible for verifying that the metadata associated with the archive is accurate and complete.   * **Metadata Manager**: The Metadata Manager is responsible for verifying that the metadata associated with the archive is accurate and complete.
- +        * Ideally, this role should be assigned to someone with knowledge of the data who was not directly involved in earlier steps of the workflow. 
-         * Ideally, this role should be assigned to someone with knowledge of the data who was not directly involved in earlier steps of the workflow. +        * If such a person is not available, a Data Manager may also serve as 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 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.
-         * If your project or research group has dedicated data management staff, they are well-suited for this role.+
  
 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.  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.