v1.0, 2020-01-29

Yareta

From the deposit to the archive

FIRST VISIT

  1. You have received the confirmation e-mail for the access to your preservation space (i.e. Organizatinal Unit). You are now the MANAGER of your organizational unit. See 6. Organizational Unit and User Roles.

  2. As MANAGER, connect to Yareta and edit your Organizational Unit in attributing roles to your team members: Go to > ADMNINISTRATION > ORGANIZATIONAL UNITS > EDIT > PEOPLE > ADD PERSON

Prior to be attributed a role by the MANAGER, we recommend that each team member connect a first time to Yareta with their own institutional login (SWITCHaai). In this way, the person will be automatically registered as user in Yareta and can be added with the button ADD EXISTING PERSON.

PORTAL OVERVIEW

The Yareta Portal is structured according to four major sections, it enables you to:

  • SEARCH – search for an existing archive (public access – no authentication required)

  • ACCESS – download an existing archive (authentication required for non-public archives)

  • DEPOSITS – generate a new archive and import your data

  • ADMINISTRATION – manage your preservation space-s (organizational unit-s) and team

MAIN STEPS TO GENERATE AN ARCHIVE

1. Create a new deposit > DEPOSITS > NEW DEPOSIT

If you have access to several Organizational Units – before adding a deposit – ensure that the right one is selected in the top-right field.
  • FILL IN the metadata form – The metadata required in this form follows the DataCite requirements (e.g. DOI, see below). This makes your research data findable and citable.

  • SUBMIT the metadata form > your NEW DEPOSIT is moved in ONGOING DEPOSITS

If needed you may modify your deposit > EDIT DEPOSIT METADATA and submit it again.

2. Upload data files: > FILE tab > ADD PRIMARY or SECONDARY DATA

The maximum size is 1Gb per file but several files may be uploaded at the same time. On demand, we may provide you with more volume; please contact us for customized service Yareta IT Support.

Uploading options:

  • ADD PRIMARY DATA – add observational, experimental, reference, simulation, derived or digitized data

  • ADD SECONDARY DATA – add publication, data paper or documentation

  • UPLOAD ZIP FILE – create the file arborescence of your data before uploading them in Yareta (bulk mode)

  • ADVANCED MODE – reserved for special data, such as software or Information Package; contact us if you need help or need more information > Yareta IT Support.

3. Generate the archive > SEND TO VALIDATION

Please ensure that your data are ready and do not need to be modified anymore.

Once you have sent your deposit to validation, its status will change to one of the following:

  • Your deposit is moved in > COMPLETED DEPOSITS
    The archive was generated; an XML file was created and a DOI is automatically attributed to your dataset.
    ⇒ In this stage, no more modification can be made.

  • Your deposit is moved in > DEPOSITS IN ERROR
    An error has occurred. Have a look to the error report ( ) and contact us if necessary.

If you select the submission policy "Deposit with approval" (see 4. Submission Policy), your deposit may also get the 2 following statuses:

  • Your deposit is moved in > DEPOSITS AVAITING VALIDATION
    The deposit has to be approved or rejected by the APPROVER (see 6. Organizational Unit and User Roles).
    ⇒ In this stage, you may still modify your deposit if needed.

  • Your deposit is moved in > REJECTED DEPOSITS
    The deposit was rejected by the APPROVER.
    See with him/her why and modify your deposit according to his/her review. See 6. Organizational Unit and User Roles.

KEY CONCEPTS TO KNOW

1. DOI and DataCite metadata

A DOI (Digital Object Identifier) will be automatically attributed to your deposit (archive) when the archiving process will be ended (COMPLETED DEPOSIT). If you wish to get a DOI before the archiving process is completed, you may attribute a DOI with the top-right button RESERVE A DOI as soon as your deposit is in the ONGOING DEPOSIT step.

If you delete a deposit for which you have reserved a DOI before triggering the archiving process (SEND TO VALIDATION), the reservation will be cancelled and the DOI not recorded in the DOI® System.

The DataCite Metadata Shema was designed to support dataset citation, discovery and persistence. The DataCite metadata are:

  • Intended to be generic to the broadest range of research datasets

  • Not intended to replace the discipline or community specific metadata

Please ensure that the specific metadata are completed and relevant to your dataset to make it reusable. You need to add these specific metadata within your archive (included in datasets). Yareta only provide you with a metadata form for generic metadata (DataCite). If you need help, contact your Research Data Contact Point. See Research Data Support

2. Access Level

The access level corresponds to the level of restriction/authorisation for viewing and downloading the data archive. Please note that whatever choice of access you select the metadata itself remains always visible, according to FAIR principles.

  1. Select the suitable access level:

  2. Attribute an embargo to postpone the openness of your data

Access Level

3. Data Compliance Level

The DATA COMPLIANCE LEVEL is automatically defined when the data files are uploaded. The data compliance level inform you about the compliance of data file formats with recommended file formats for preservation. The reference file formats were defined according to the recommendations of the Library of Congress and implemented through the technical registry PRONOM of The National Archives.

4. Submission Policy

You have the possibility to select a submission option when you request for the creation of a preservation space (Organizational Unit). In case you wish to modify it, please contact us > Yareta IT Support.

Available options:

  • DEPOSIT WITH APPROVAL means that the dataset has to be validated by an APPROVER before being published; the APPROVER is part of your research team and/or has a peer expertise. He/she is appointed by the MANAGER. See 6. Organizational Unit and User Roles.

  • DEPOSIT WITHOUT APPROVAL means that no validation step is planned in the archiving process for your Organizational Unit. Once SEND TO VALIDATION, your deposit is directly converted to a new archive (moved in COMPLETED DEPOSIT). Other configuration options will be soon available.

5. Preservation Policy

The preservation policy define the period during which the archive will be preserved. At the end of the preservation period, the archive is erased but a trace of the archive is kept (tombstone).

Available options:

  • KEEP IT FOR 5 YEARS

  • KEEP IT FOR 1O YEARS is the default value (also recommended by SNSF)

  • KEEP IT FOR 15 YEARS

  • KEEP IT FOREVER

6. Organizational Unit and User Roles

An Organizational Unit (OrgUnit) is a logical entity defined by security rules (see below roles of users). Used as an administrative entity to manage your preservation space in defining roles of members, the OrgUnit may be associated to a research project, a laboratory, a department or any other organizational group of researchers.

There is no specific institutional requirements regarding the management of OrgUnits. However, the MANAGER is responsible for properly managing and monitoring his/her preservation space, as well as ensuring quality of metadata and uploading data.

DLCM Roles

BEST PRACTICES

The UNIGE web site https://www.unige.ch/researchdata [Research Data] was created to help and support researchers in the management of their research data. Advice on best practise from the planning to the publication of research data are provided. Here are some of the key best practices to help you to properly deposit your research data in Yareta.

  • Do you use personal and/or sensitive data ? Please ensure your data are anonymised before archiving them in Yareta. > Help

  • All file format are accepted in Yareta but the use of file formats suitable for preservation is strongly recommended. > Help

  • Select carefully your data before archiving them, the data you produced during your research are maybe not all relevant for archiving. > Help

  • Name and organize properly your files to make your data understandable and reusable. > Help

  • Choose the appropriate licence to publish your research data in open access. > Help

SUPPORT

Yareta IT Support

Provide generic IT support on Yareta as well as access rights to the Yareta Web portal

  • For UNIGE researchers > Support SI

  • For researchers from other Geneva’s Higher Education Institution > Support

Support for system integration

Provide developers with personalized and customized support to integrate the DLCM technology (used for Yareta) to their own IT system

Research Data Support

Provides best practices on data management throughout the data lifecycle as well as guidance on legal, ethical and funding aspects.