RDIM Step 3 - Archive Processes for Archiving Research (Data and Information) Assets
Processes for Archiving Research (Data and Information) Assets
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-
RDIM
- Introduction
- RDIM Overview
- My Responsibilities
- Research Data JCU Platform
- Step 1 - Plan
- Step 2 - Manage
- Step 3 - Archive
- Step 4 - Publish
- Step 5 - Reuse
- Step 6 - Review
- Step 7 - Dispose
-
Terminology
- Access Conditions (Open, Conditional, Restricted)
- Active Data
- Active Storage and Collaboration Options
- Citations
- Collaborator
- Completed Data
- Conditional Access
- Confidentiality
- Consent
- Contracts
- Copyright
- Creative Commons Licence
- Creative Commons Zero (CC0)
- Custodian
- Custodianship
- Data
- Data Creator
- Data Custodian
- Data Manager
- Digital Object Identifier (DOI)
- Data Package
- Data Papers
- Data Publication
- Data Record
- Data Repositories
- Data Retention
- Data Storage - Active Data or Working Data
- Data Storage - Completed Data
- Data Visualisation
- Data Wrangling (Cleaning)
- De-identifying Data
- Digital Object Identifier (DOI)
- DIKW Model
- DOI Minting Services
- Embargo
- Ethics and Ethical Clearance
- FAIR Data Principles
- File Formats
- File Names
- Folder Structures
- HDR Candidate
- Information
- Intellectual Property
- JCU Researcher
- Lead Investigator
- Licensing Data
- Metadata
- Moral Rights
- Open Access
- Primary Advisor
- Primary Materials
- Privacy and Personal Information
- Repositories
- Research Data
- Research (Data and Information) Asset
- Research (Data and Information) Asset Lifecycle
- Research Data JCU Platform
- Research Data Management Plan (RDMP)
- Research Information
- Research Project
- Restricted Access
- Retention
- Retention Rules for Specific Data Types
- Sensitive Data
- Storage
- Supporting Documents
- Triangulation, Data Linkage and Integrating Authorities
- Version Control
- Working Data
- Wrangling (Cleaning) Data
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This process relates to:
- The archiving of physical research (data and information) assets and should run concurrently with the archiving of digital research (data and information) assets via Research Data JCU, and
- Research projects that have been finalised from 2021 onwards.
When deciding what completed data needs to be archived, the Researcher/HDR Candidate will need to consider:
- What would be required for validation and re-use?
- How long would it take to collect the data again or is this even possible?
- What is the significance and value of the data?
- What are the required retention periods for the data (refer to University Sector Retention and Disposal Schedule)?
- Are there any contractual data terms that need to be followed?
Processes
Archiving of digital research (data and information) assets
For all campuses, the Researcher/HDR Candidate responsible must:
- E-mail researchdata@jcu.edu.au to identify the most appropriate storage option(s) for both digital and physical research (data and information) assets
- Complete the Data Record in Research Data JCU as appropriate
Archiving of physical research (data and information) assets
- Townsville campus
- The following process is relevant to all Townsville based persons.
- Other Australian campuses
- Whilst the following process is relevant to all Australian-based campuses, the Records Team will need to advise how the archive box(es) will be transferred from other Australian Campuses to the Townsville Campus for final storage (transfer charges will apply).
- Singapore campus
- Process to be finalised.
There are significant costs associated with retaining data however, the majority of these are borne at the corporate (University) level. Each College/Centre will be responsible for the following:
- Purchase of archive boxes
- The Academic Administrator will be responsible for ordering archive boxes (T1 and T4) for their areas of responsibility.
- Transfer and delivery costs of research (data and information) assets that are being archived (this is an internal cost charged by the Estate’s Office).
Townsville archive rooms are air conditioned at 20 degrees. However, there are currently no fridges/freezers available at the JCU Records (corporate) level.
Should fridges or freezers be required, the Records Teams will work with individuals to determine the most appropriate storage location. Some Colleges/Centres have their own facilities, and these will usually be the first preference.
Where College/Centre facilities are used, it is IMPORTANT that the process below is followed so that these archives are included in TRIM and that this information is then available to the Records Team to negotiate the purchase of future facilities.
Roles | Process steps |
---|---|
Researcher/HDR Candidate |
Note: It is likely the above will take several communications to finalise.
|
Academic Administrator | On receipt of the archive box(es), create a maintenance request via MEX (JCU’s online maintenance request system) to trigger collection of the box(es) by the Estates Team |
Estates Team | On receipt of the MEX request, collect the box(es) and liaise with the Records Team to meet and accept delivery of the boxes at the relevant location |
Records Team | Securely store the box(es) and update TRIM to indicate the process has been completed |