Evaluate & Archive Stage
Evaluate & Archive Stage
Evaluate and Archive Stage – Summary Table
Category
Details
Stage Purpose
Transition inactive research data from active project environments to long‑term archival systems (data vaults) to optimize current system performance and ensure secure, cost‑effective retention.
Primary Objectives
Free active storage to improve server/database performance.
Retain static data in specialized archival or preservation systems for long‑term accessibility and regulatory compliance.
Archiving vs Preservation
Archiving moves inactive data to secure, cost‑efficient systems for retention and occasional retrieval.
Preservation ensures format sustainability, metadata completeness, and accessibility over required retention periods.
Retention Requirements
UCPH / reNEW: Follow faculty retention policies and store on approved infrastructures (e.g., ERDA, national services).
EU Funders (Horizon Europe / ERC): Data must remain accessible for at least the funder‑mandated retention period, often 5–10+ years.
Key Activities
Identify inactive data suitable for archiving.
Migrate to approved archival storage (ERDA, institutional/national vaults).
Verify metadata and documentation for future findability.
Plan for long‑term format migration and maintenance.
Team Responsibilities
Confirm what data must be retained based on scientific, regulatory, and contractual obligations.
Maintain access controls and retrieval procedures.
Coordinate with data stewards/IT for ongoing preservation and periodic validation.
Benefits
Compliance with UCPH, reNEW, and EU funder policies
Protects scientific integrity and enables future reproducibility.
It also supports impact assessments and potential reuse of archived datasets.
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