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rdms:workflows:archiving [2025/09/25 09:40] – [Archiving Workflow] changed owner to admin 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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 {{indexmenu_n>2}} {{indexmenu_n>2}}
 ====== Archiving Workflow ====== ====== Archiving Workflow ======
-{{ :rdms:workflows:rdms_archiving_workflow_wiki.svg |}}+{{ :rdms:workflows:archiving_workflow.png |}}
  
 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. 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.
  
 **Project 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 =====
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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 ===
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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.
  
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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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 **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).
  
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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 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 |}}
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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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-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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