Archiving Workflow

The archiving workflow in the RDMS allows the owner of a 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 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.

During the archiving process, there are three different roles that will be active at different times.

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.

Data Manager: This role is responsible for verifying that the data sent to the archive is complete and uncorrupted, and giving the final approval of the archive. Best practice is to assign this role to the person(s) who are most familiar with the data.

Metadata 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.

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.

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.

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.

The archiving workflow requires using the RDMS web interface. It is not possible to execute the workflow via CLI, e.g. iCommands.

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. 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 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).

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.

By clicking on the pencil symbol next to the name of an existing project member, their project permissions as well as project roles can be adjusted (see below for best practices).

After the roles are assigned, the archiving workflow can either start with the initialization of a new workflow by the project admin or continue from where it left off before the required roles were assigned.

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-supprt@rug.nl.
• 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.

At the end of the archiving workflow, a so called data package is created. This is the name in the RDMS for 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:

• 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 that was available for the included data in a separate folder in *.json format. The second folder with the metadata info is only created if it was selected during the archiving workflow (step 2) that RDMS metadata should be included in the created data package. Otherwise this folder does not exist.

In our case where we selected metadata to be included and where we had only one data folder selected to be included in the archive, our archive has in the end the following structure after being downloaded and extracted locally:

# This is the general structure of the created datapackge after being extracted

archive1740649820/                            # This is the name (version tag) of the archive that we specified during the workflow
├── 2025_2_27_10_51_11_889000000              # Subfolder that contains the selected (meta)data
│   └── Some_project_data                     # This is the folder from which we started the workflow. Below it is content (not completely shown)
│       └── LA-187-1
└── RUGRDMS_METADATA                          # As we selected in the example to have metadata included, we get this folder as well
    └── 1Some_project_data.metadata.json      # This is the available metadata for the "Some_project_data" folder in json format.

If we have a look at the json file with the metadata, we see that it contains info about the metadata that was available for the selected data. The following is a snippet of that file that shows how this info is exported and included in the data package.

[
  {
    "l_header": "# DO NOT EDIT. Automatically generated for archiving.",
    "l_className": "rugirodsrest.RugIRODSRestArchiveMetaToStore",
    "l_toplevel_path": "/devrugZone/home/Projects/Example_Project_1/Some_project_data",
    "l_objectType": "NORMAL",
    "l_objectFullPath": "/devrugZone/home/Projects/Example_Project_1/Some_project_data",
    "l_symlink_destination": "",
    "l_metaDataList": [
      {
        "metadataDomain": "COLLECTION",
        "domainObjectId": "619037",
        "domainObjectUniqueName": "/devrugZone/home/Projects/Example_Project_1/Some_project_data",
        "avuId": 620497,
        "size": 0,
        "createdAt": "Feb 26, 2025 3:28:02 PM",
        "modifiedAt": "Feb 26, 2025 4:27:06 PM",
        "avuAttribute": "Origin",
        "avuValue": "RDMS",
        "avuUnit": "",
        "count": 1,
        "lastResult": true,
        "totalRecords": 0
      },
      {
        "metadataDomain": "COLLECTION",
        "domainObjectId": "619037",
        "domainObjectUniqueName": "/devrugZone/home/Projects/Example_Project_1/Some_project_data",
        "avuId": 290732,
        "size": 0,
        "createdAt": "Feb 26, 2025 3:28:02 PM",
        "modifiedAt": "Feb 26, 2025 4:27:06 PM",
        "avuAttribute": "Type",
        "avuValue": "Testing",
        "avuUnit": "",
        "count": 2,
        "lastResult": true,
        "totalRecords": 0
      }
    ]
  },
[...]

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.

In general, this is how the roles could be assigned in a project:

• 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.
• 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.
• 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.

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.