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rdms:workflows:archiving [2025/09/24 13:53] – [Archiving Workflow] small text change jelterdms: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 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.
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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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 ==== 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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 {{ :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.
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 **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_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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 {{ :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 =====