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rdms:workflows:archiving [2025/09/24 13:53] – [Archiving Workflow] small text change jelterdms:workflows:archiving [2026/07/30 12:30] (current) – [Step 3: Creation of the Data Package] fixed style of .tar string giulio
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 ====== Archiving Workflow ====== ====== Archiving Workflow ======
-{{ :rdms:workflows:rdms_archiving_workflow_wiki.svg |}}+{{ :rdms:workflows:archiving_workflow.png |}}
  
-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 unique timestamp 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.+
  
 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.
  
 **Data Manager:** **Data Manager:**
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 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.
  
-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.+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 condition you need to meet to complete this workflow is that each role is assigned to at least one user.
  
 ===== 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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 === Correct User Privileges === === Correct User Privileges ===
-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.  +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.  
  
-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.+For the other roles involved in the workflow, Metadata and Data Manager, no special permissions are required. However, they must have at least the equivalent of the 'Read/Write' permission in the project. Without these permissions, the workflow will not allow them to modify or approve the data or its metadata.
  
 === 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** permission alone is not sufficient. If 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-support@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 the equivalent of a 'Read' permission in the project. 
   * The section about [[rdms:workflows:archiving#best_practices|best practices]] provides useful guidance on how these roles could be assigned effectively.   * 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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 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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 \\ \\
 \\ \\
-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 the archive. 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, which 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 the RDMS metadata that was attached to the files and folders (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 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).+This step should be brief 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 |}}
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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 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 |}}
  
 **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. **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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 {{ :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 and data managers to add metadata.
  
 {{ :rdms:workflows:rdms_workflow_meta_2.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_meta_2.png?direct&600 |}}
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 {{ :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.
  
  
-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, if everything has been set up properly, a last confirmation is needed by the data manager to finish the workflow. This is the last step of the workflow and a **point of no return**.
  
 ---- ----
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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 =====