3. HFS Archive Policy

This Policy should be read in conjunction with the HFS Service Level Description (http://www.oucs.ox.ac.uk/internal/sld/hfs.xml).

Preserving files in the HFS Archive represents a major investment of University resources. As such it should be subject to proper control and its usage should be open to scrutiny by appropriate University bodies.

The HFS Archive Policy comprises the following elements:

  1. Definitions
  2. Entitlement
  3. Project Definition
  4. Quota
  5. Conditions of Use
  6. Chargeable Service
  7. Typical Usage Examples

3.1. Definitions

Data Curator
the individual or unit responsible for the management and curation of data deposited with the HFS Archive. The data curator must include details of one or more named individuals and these details must be kept current.
Data Documentation
a set of documentation and metadata accompanying datasets deposited with the HFS Archive, intended to provide sufficient information about the provenance and format of the data to help ensure it's longer-term value and to assist in any decisions regarding data retention or deletion.
Data Provider
the Department or other recognised unit of the University that can be said to own the data.
a discrete set of activities giving rise to a collection of digital objects deposited with the HFS. Once a project is defined, data may be added to (or deleted from) the collection periodically, though it is expected that a project has start and end dates.

3.2. Entitlement

The HFS Archive service is available to Senior Members, Staff, and Postgraduates. Applications from Postgraduate students should be sponsored by a Senior Member. A Postgraduate student cannot be named as the data curator.

3.3. Project Definition

The HFS Archive contains projects. For the purposes of this policy a Project is defined as a discrete, finite activity arising from which are one or more datasets. Projects in this context need not be related to research, externally-funded, nor involve teams. Projects do have start and end dates, and project data may similarly comprise a bounded collection of digital objects (including related sub-collections).

3.4. Quota

Each HFS Archive 'project' is allocated a maximum quota of 4 TB. Usage above this quota is subject to cost-recovery charging. The 4 TB limit reflects the total amount of data that may be stored on a single HFS tape (data is replicated on three tapes: online, local secure location, remote secure location).

3.5. Conditions of Use

The following requirements apply to the use of the HFS Archive service:

  1. The data submitted to the HFS Archive should have demonstrable future value to the University or those on whose behalf the University operates (e.g. unique, expensive to reproduce or obtain, subject to grant or statutory conditions). OUCS expects the data provider (e.g. Department or other recognised University unit) to assess the intellectual value of the data.
  2. An application to open or close a Project must be made to the HFS via the route specified in the HFS Service Level Definition. The application should include, amongst other things: details of the projected use of the Archive, including initial dataset size (and number of files); estimated overall file storage quota required; frequency and size of submissions; indicative Project lifespan.
  3. A Data Provider wishing to open a Project likely to require in excess of the 4 TB quota over its lifetime must consult with the HFS Team prior to making an application. Projects exceeding the 4 TB quota are subject to cost-recovery charging. Departments should ensure that applications to external funding bodies include, where applicable, a clear element for the long-term storage of data.
  4. Each HFS Archive project must have a Data Curator together with the contact details of one or more named individuals. It is the responsibility of the Data Provider to ensure the HFS has current details.
  5. Projects comprise both deposited data and Data Documentation. Each discrete data collection must be accompanied by Data Documentation. The submission and maintenance of Data Documentation is the responsibility of the Data Curator. The precise form that this documentation should take is not mandated. However, Data Curators are urged to seek advice from appropriate domain experts, whether experts within subject-based data archives or the relevant sections of OULS.
  6. Projects are created with an expected lifetime of five years in the first instance and the archive project expiry date will be set to reflect this. However, Data Curators are responsible for reviewing their respective projects on an annual basis. The HFS requires 5-yearly confirmation from Data Curators that a project and its corresponding data collections should be retained in the HFS Archive. In such cases an application for continued storage must be made at this anniversary. Please be aware that charges may become applicable at this, and subsequent, anniversaries. Data Curators are responsible for managing the data, including the addition and deletion of data, and the maintenance of accompanying Data Documentation.
  7. No guarantee can be given by the University that data will be retained beyond the current expiry data of any given project. Therefore, no guarantee of data preservation beyond this date should be communicated to third parties.
  8. The use of the HFS Archive is subject to compliance with the Client Responsibilities described in the Service Level Definition for the HFS.

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