Guidelines for Collection Administrators (data_UMR)
1. General information
1.1 Objective and contents
data_UMR allows you to store (for at least 10 years), share with others and/or
publish research data of all kin ds that has been generated in the context of
research activities at the University of Marburg.
The data is stored on systems of the University of Marburg’s Computer Center
(HRZ).
Collections, users and rights are managed by the system administrators of the
University Library and the University Computer Center. Within the individual
collections, the collection administrators are responsible for the administration of
users and their roles.
These guidelines are intended as a manual for collection administrators.
1.2 Organizational model of data_UMR
In data_UMR, any number of collections can be created within the community
“Philipps-Universita t Marburg”. A collection can contain any number of datasets.
These consist of a descriptive set of metadata, any number of individual files and
a persistent identifier (URI and/or DOI).
1.3 Personal data
In the user agreement, consent is given for the processing and, if desired,
worldwi de p ublication of the personal data contained in the submitted data and
metadata (usually title, name, organizational affiliation and contact informati on
of the persons involved in the creation). Beyond that, the submitted data and
metadata may not contain any other personal data (e.g. personal data of the
research object).
1.4 Contact
If you have any queries or comments, please contact us:
data@uni-marburg.de
2. Collection administration
2.1 Creating a new collection
Collections are created exclusively by the University Library staff. To create a new
collection, please use our web form for setting up a collection.
In the web form, you en ter a name and description of the collection, designate
administrators, submitters, and read-only users, as well as curators, if desired.
For each of these roles, groups are created and you can assign members to these
groups. You can change the group composition at a later time (see section 3).
Once you have provided the necessary information and submitted the web form,
we will set up the collection within three working days and notify you by emai l
when the collection is available.
2.2 Managing collection metadata
Access your collection, e.g. via “ Browse” -> “Collections” in the main navigation,
and then click “Edit Collection” in the “Context” secti on of the page navigation. In
the “Edit Metadata” tab, you can include various information and, if desired,
upload a logo for your collection.
2.3 Managing collection rights
Access your collection and click “Edit Collection” in the “ Context” section of the
page navigation. In the tab “ Assign roles” you can see which groups are currently
assigned to which role (administrators, default read access, submitters, curators).
Click on the group name to open the group and add or remove members (see
section 3.2). A group can be assigned to several roles; each role can be assigned to
exactly one group. If you want to remove or add an entire group from or to a role,
please contact data@uni-marburg.de.
2.4 DOI (Digital Object Identifier) registration
Warning: If a dataset is published with a DOI, this dataset can no longer be
hidden, deleted, or changed with regard to its rights in data_UMR.
Each dataset in data_UMR gets an internal URI (Uniform Resource Identifie r) as a
unique identifier. If desired, a DOI can additionally be assigned to a dataset in
data_UMR which makes it permanently publicly findable and citable. For this, at
least the metadata must be publicly accessible.
If a dataset in data_UMR is to be published, the collecti on administrators can
register a DOI for this dataset. To do so, call up the dataset, select “Edit this item”
in the page navigation and go to the “Curate” tab. Select the task “Register DOI”
and confirm by clicking on “Perform”. After data_UMR has received positive
feedback to the request, the assigned DOI is displayed immediately.
If the metadata of a dataset with DOI is changed in data_UMR, the current
metadata must also be updated at the DOI Agency (DataCite). To do th is, select
the task “Update DOI” in the “Curate” tab.
2.5 Setting up an embargo period
Warning: After the end date has expired, the dataset is published worldwide
(read access for group “Anonymous”).
To set up an embargo period for a dataset, select the dataset and then click on
“Edit this item” in the “Context” section of the page navigation. Select
“Authorizations…” (next to “Edit item’s authorizat ion policies”) and click “READ”
in the “Item Policies” section. Here you can manage rea d access.
Select the group that should have read access during the embargo period. Enter
the desired start and end date and confirm by clicking on “Save”. Once the
embargo period has expired, the dataset is accessible worldwide.
3. User administration
3.1 Adding new users
New users can log in directly to data_UMR with their student or staff account, no
separate registration is necessary. For external project members you can apply for
a staff account if req uired. Information on this can be found on the staff account
website of the University Computer Center.
3.2 Managing user roles
If you would like to grant new users access to your collection or the permission to
submit, you need to add them to the group with the appropriate role.
Select your collection (e.g. via “Browse” -> “Collections” in the main navigation)
and click “Edit Collection” in the “Context” section of the page navigation. On the
tab “Assign roles” you will find the four roles administrators, default read access,
submitters and curators. Each role can be assigned to exactly one group; a group
can be assigned to several roles.
To administrate the assignment of users to groups, click on the group name. You
will see which users are currently in the group. It is possible to search and add
users, or remove existing users from the group. The changes will only become
effect ive when you click on “Save”.
If you want to remove or add an entire group from or to a role, please contact
data@uni-marburg.de.
3.2.1 Administrators
Group members in this role have all the collection administration a nd user
management permissions described in these guidelines. Administrators can
decide who is authorized to submit datasets to the collection. They can discard
datasets, edit metadata, and register/update DOIs.
3.2.2 Default read access
Group members in this role have read-only access to the collection. They can
download datase ts, but they cannot submit datasets or modify metadata.
Warning: If this role is not assigned, i.e. if no group is assigned to it, the
data is publicly accessible.
3.2.3 Submitters
Group members in this role have permission to submit datasets to the collection,
i.e., create datasets with metadata, upload files, and assign licenses to their own
datasets.
3.2.4 Curators
It is possible to create an additional curation step by assigning a group to this
role. Curators will receive an e mail notification when a new dataset is submitted.
They can view the dataset, edit the metadata and finally approve or reject the
submission. Datasets will not be visible to read-only users until the curators have
approved them.
You can indicate in the web form for creating a collection whether the curation
workflow should be activated. If you wish to activate or deactivate it at a later
date, please contact [email protected]e.
All datasets (with or without curation) only become visible in the collection after
being released by the University Library.
3.3 Deleting users
Users can be removed from a group via the administration menu of the group. By
clicking on the group name the menu will open. Click on the “Remove” button to
the right of the user's name to remove him/her from the group . Then confirm
your action by clicking on “Save”.
