Archiving Solutions: Arkivum

Digital archiving includes a broader range of activities required to ensure digital content is readable 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 underpins a significant number of outputs/projects
Sizeable datasets, i.e. over 500 gigabytes
And if a funder mandate explicitly requires the data to be securely archived.

Non-standard Software

Where non-standard software is used, help may be required to support selecting an alternative format for preservation and converting the data to the required format.

Depositing to Arkivum

Arkivum has a full cloud-based provision. To access the service please follow the steps below:

Contact:

For more information or advice, please contact Nina Lewin, Research Data Manager: nlewin@brookes.ac.uk

Step 1 - Data Details

Reason for choosing Arkivum to archive the data
The volume of data
How many years the data will be needed for
What format/s the data will be in for preservation
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 Access

Access to Arkivum is provided by having an account set up and then logging onto the system and accessing the datapool assigned to the group.

To do this please:

Have the following information ready:

Reason for choosing Arkivum to archive the data
The volume of data to be deposited
How many years the data will be needed for
What format/s the data will be in for preservation
The name to be used for the datapool that will be created (see Step 1 - Data Details)
Who will need access? Do other people within the research group/team need access? If so, please supply their details including email address. A user account will be set up for each of them.

Complete and submit a service request through the IT Service Desk Portal. Access to the University Systems, Arkivum Access Request
IT Services will contact Arkivum to set up the datapool, user role and access for the researcher. A username and password will be emailed to the researcher from Arkivum. When logging in for the first time, a user will be asked to change the password. Training will then be arranged 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 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.

Step 4 - Retrieving Data

Data deposited in Arkivum is retrievable by a user of the datapool they are associated with, by logging on and having access.

Step 5 - Removing Data

After time has elapsed and a requirement for removal of the data has been identified, for example, if incorrect data was uploaded or a patient (as an example) has requested to have their record removed, removal of the data is possible. Due to the nature of archiving and data retention, this process is carried out in Arkivum.