This Archiving Policy outlines the principles and procedures for the Research Consortium Archive (RCA). It aims to ensure the long-term preservation and accessibility of valuable research materials created by consortium members.

1. Scope

This policy applies to all research materials created by members of the Research Consortium, including:

  • Published research: peer-reviewed articles, book chapters, conference proceedings, etc.
  • Datasets and research data: numerical, textual, visual, or other forms of data collected during research activities.
  • Software and tools: developed or used in research projects.
  • Grant proposals and reports: documents related to funded research projects.
  • Correspondence and other administrative records: relevant to research activities.

The specific types of materials included may be further defined based on consortium needs and resources.

2. Selection and Submission

Researchers are responsible for identifying and submitting materials for archiving based on the following criteria:

  • Research significance: Does the material contribute significantly to the understanding of a particular research field?
  • Long-term value: Will the material be valuable for future research, even beyond the immediate project?
  • Uniqueness and originality: Does the material offer unique or original data, methods, or insights not readily available elsewhere?
  • Completeness and accessibility: Are the materials complete, well-documented, and formatted for long-term preservation and access?

The RCA will also establish a review process to evaluate submissions and ensure compliance with selection criteria.

3. Metadata and Documentation

All archived materials must be accompanied by comprehensive metadata, including:

  • Creator information: Name, affiliation, contact details.
  • Title and description: Clear and concise description of the materials.
  • Keywords: Relevant keywords for search and discovery.
  • Publication information: For published materials, journal, volume, and page numbers.
  • Methodology and data format: Description of research methods and data formats used.
  • Access restrictions: If applicable, any restrictions on access to the materials.

Detailed documentation guidelines will be provided to ensure consistent and high-quality metadata creation.

4. Storage and Preservation

The RCA will utilize a secure and reliable repository for long-term storage of archived materials. This may include:

  • Digital repositories: Meeting industry standards for data integrity and preservation.
  • Physical archives: For physical materials requiring specialized storage conditions.
  • Backup and disaster recovery procedures: Ensuring data protection and accessibility in case of emergencies.

The RCA will actively manage and maintain the archive, including regular data migration and format updates to ensure long-term accessibility.