Archiving Solutions: Arkivum

Arkivum

Digital archiving involves various activities to ensure that digital content remains accessible and understandable over time. Arkivum provides Oxford Brookes University's digital research archiving solution. Arkivum is a suitable option for:

Personal or sensitive data
Data that needs to be retained for ethical, legal, or regulatory reasons
Data that supports projects and needs to be retained
Data that is required to be securely archived in a grant, collaboration, or data agreement.

Contact us

Research Data Manager

Nina Lewin

nlewin@brookes.ac.uk

Routes for you to consider

Access to Arkivum is via two routes depending on the amount of data to be deposited.

Route A: Small volume of data to archive - total volume less than 500GB

Data pools representing different research areas have been created to accommodate small data volumes and simplify the process for research students. The Research Data Manager will manage these data pools and deposit data for the researcher(s).

This archiving option is perfect for researchers or research students who have interview transcripts, surveys, focus group data, or small experiment data totaling less than 500GB. It is also helpful for researchers who need to deposit a subset of data to fulfil a data availability requirement for a journal when submitting articles. Follow the steps below:

Step 1: Preparing to deposit research data to Arkivum

Before completing the Service Request form in the Online Service Portal please have the following information ready:

reason for choosing Arkivum to archive the data
the volume of data to be deposited
the data retention period i.e. years the data will be needed for and what happens at the end of that period
what format/s the data will be in for preservation
who will need access? Do other people within the research group/team need access? If so, please supply their details including email address
name of Principal Investigator (PI), who is responsible for the data and Data Guardian (cannot be the same person).

Step 2: Requesting to deposit research data to Arkivum

Complete and submit a service request through the IT Service Desk Portal. Use the heading: Access to the University Systems, Arkivum Access Request.

Various checks will take place then the research data manager will be in contact and arrange with you to deposit the data. You will need to clean/organise the data, guidance will be provided.

Step 3: Depositing Data

When the researchers are satisfied that the data is in the format for preservation and the necessary identification information text file and metadata is complete, the researchers will be ready to deposit (ingest) the data to the datapool. Contact Research Data Manager at nlewin@brookes.ac.uk or research@brookes.ac.uk , share a drive and complete the handover.

Step 4: Retrieving and/or deleting data

Please use the data access form to either have access to or be able to delete research data from the research data archive, Arkivum. The form can be used to request access to data for reuse or to execute data protection functions, or where the data rights holder needs to exercise rights.

Alternatively, please use this form if you have a small data set deposited and wish to remove it.

The request to access and/or delete will go to the Research Data Manager/Scholarly Support who will either make the data available or carry out the deletion and provide an administrative record.

Note: deletions whichever route will always follow an approval process through the Arkivum system.

Route B: Large volumes of data to archive - Above 500GB

For large volumes of data, a data pool will be created specifically for your data, and access will be provided to allow you to ingest the data directly once it is ready. You will manage the data pool assigned to you.

This route is ideally suited to researchers and research students whose data underpins a significant number of outputs/projects.

It is also helpful for researchers dealing with big data. Follow the steps below:

Step 1: Preparing to deposit research data to Arkivum

Before completing the Service Request form in the Online Service Portal please have the following information ready:

Reason for choosing Arkivum to archive the data
The volume of data to be deposited
The data retention period i.e. years the data will be needed for and what happens at the end of that period.
What format/s the data will be in for preservation
Who will need access? Do other people within the research group/team need access? If so, please supply their details including email address.
Name of Principal Investigator (PI), who is responsible for the data and Data Guardian ( cannot be the same person).
Name of the Datapool (‘folder’ set up to store the data). It should follow a consistent protocol to help identification.

For example: HLS-NR-Facultyproject HLS-R-Healthandwellingproject

Faculty	Research /non-research (NR or R)	Identifiable name i.e. project name and/or department and/or research group	Datapool name layout
HLS	NR	Choose whichever is more identifiable, preferably just one - project name and/or department	HLS-NR-name
HLS	R	Choose whichever is more identifiable, preferably just one - project name and/or department and/or research group	HLS-R-name
HSS	NR	Choose whichever is more identifiable, preferably just one - project name and/or department	HSS-NR-name
HSS	R	Choose whichever is more identifiable, preferably just one - project name and/or department and/or research group	HSS-R-name
OBBS	NR	Choose whichever is more identifiable, preferably just one - project name and/or department	OBBS-NR-name
OBBS	R	Choose whichever is more identifiable, preferably just one - project name and/or department and/or research group	OBBS-R-name
TDE	NR	Choose whichever is more identifiable, preferably just one - project name and/or department	TDE-NR-name
TDE	R	Choose whichever is more identifiable, preferably just one - project name and/or department and/or research group	TDE-R-name
Directorate	NR	Choose whichever is more identifiable, preferably just one - project name and/or department	Name of Directorate-R-project name
Directorate	R	Choose whichever is more identifiable, preferably just one - project name and/or department and/or research group	Name of Directorate-NR-project name

Step 2: Requesting to deposit research data to Arkivum

Complete and submit a service request through the IT Service Desk Portal. Use the heading: Access to the University Systems, Arkivum Access Request

Various checks will take place then the research data manager will be in contact and arrange to go over the metadata and data documentation. You will need to clean/organise the data, guidance will be provided.

Step 3: Depositing Data

A datapool will be created specifically for your data and access will be provided to allow you to ingest the data directly, once the data is ready.
You will be provided with a username and password and have access to the datapool assigned to you.
You can decide on what level of data preparation/metadata is required. Arkivum has a minimum (see the User guide) but in general refer to your funder's requirements.
Training will be made available to demonstrate how to deposit data to the system.
There is a limit on the storage volume with Arkivum and this will be assessed when a request is submitted. If the limit is reached a process will be activated to review and increase. Please note that this process could take over a week to implement.

Step 4: Retrieving and/or deleting data

A researcher, who has direct access to their datapool, can delete their information through logging into the system and identifying what needs to be deleted. This will then follow a workflow and an approval process to allow deletion or not.

Note: deletions whichever route will always follow an approval process through the Arkivum system.

Archiving Solutions: Arkivum

Arkivum

Contact us

Research Data Manager

Nina Lewin

Non-standard Software

Depositing to Arkivum

Routes for you to consider

Route A: Small volume of data to archive - total volume less than 500GB

Step 1: Preparing to deposit research data to Arkivum

Step 2: Requesting to deposit research data to Arkivum

Step 3: Depositing Data

Step 4: Retrieving and/or deleting data

Route B: Large volumes of data to archive - Above 500GB

Step 1: Preparing to deposit research data to Arkivum

Step 2: Requesting to deposit research data to Arkivum

Step 3: Depositing Data

Step 4: Retrieving and/or deleting data