This document is intended for researchers from participating universities in the Digital University NRW (DH.NRW) and researchers supported by the NFDI who wish to apply for storage space on DataStorage.nrw for their Coscine project. It contains the criteria for the approval of DataStorage.nrw resources in Coscine, which Coscine Service Management has implemented based on the management concept of FDSI.nrw. DataStorage.nrw resources in Coscine are available to researchers from DH.NRW universities who have signed the necessary contracts. Researchers with a clear affiliation to an NFDI consortium can also apply for storage space if active support and review by the NFDI or the relevant consortium is guaranteed (e.g., by an NFDI data steward).
Coscine is a platform for research data management (RDM) that enables structured storage, collaborative work, and long-term storage of research data within research projects. Coscine implicitly supports the FAIR principles. Storage space is requested via an electronic project application process, which is carried out via the Coscine-JARDS platform. When completing a storage space application, the criteria described below must be observed. The listed criteria must be taken into account in order for the application to be approved. This also ensures that your application can be processed as quickly as possible, as the RDM staff will have little or no need to contact you to obtain missing information.
The storage space application must include the URL(s) of the Coscine project for which storage space is requested. Therefore, the project and any subprojects must be created in Coscine before the application is submitted.
Storage space in the Coscine project is allocated via so-called DataStorage.nrw resources. There are three resource types: Web, S3, and WORM (see appendix for a brief description). Only one resource type can be selected per storage space request via Coscine-JARDS, so you must select the resource type in advance. The questions in the storage space request vary depending on the selected resource type. Below is a diagram to help you decide:
Abbildung 1: Entscheidungsgrafik für die Ressourcenauswahl (https://docs.coscine.de/de/resources/types/#ressourcentypen)
If you would like to test your workflow for storing research data and metadata in Coscine, you can request a test project from the RDM staff at your home institution. This will be available to you for two months after consultation with the respective RDM staff. Your RDM staff will need the following information for this:
Email addresses of all test users
How many resources of which resource types are required?
Which metadata profile should be used for which resource?
How much storage space should be allocated to each resource? (Maximum 100 GB web and 100 GB S3 per test project for all resources combined)
3.1. Contact Information
Storage space applications begin with the mandatory entry of contact information for the Principal Investigator (PI) and Person of Contact (PC). It is possible to enter the same person as both PI and PC. The person with PI status must be responsible for the project (= owner of the requested project). This is usually the responsibility of postdocs or professors. Ideally, the PI and/or PC should be available on a long-term basis so that they can be contacted during the active project period and the subsequent ten-year archiving period.
3.2. Project Information
Storage space applications begin with the mandatory entry of contact information for the Principal Investigator (PI) and Person of Contact (PC). It is possible to enter the same person as both PI and PC. The person with PI status must be responsible for the project (= owner of the requested project). This is usually the responsibility of postdocs or professors. Ideally, the PI and/or PC should be available on a long-term basis so that they can be contacted during the active project period and the subsequent ten-year archiving period.
3.2.1. Abstract
One criterion for the allocation of DataStorage.nrw resources is project-based use. You must clearly state in the abstract that this is a self-contained research project. The research project may be about to start (applications can be submitted up to three months in advance), currently underway, or already completed (archiving). Research projects must have the following characteristics:
Time frame:
A research project is limited in time. The start and end dates are specified in the associated metadata. Subsequent changes to the project duration are registered and checked by Coscine.
Research data:
The collected data has a clear contextual connection. This must be reflected in uniform metadata for research projects. The conditions and requirements for contributing data are defined. Quality assurance processes are defined and implemented.
Actors:
Projects are carried out by a defined group of people, the composition of which may change over time. There is one or more principal investigators (PI), who usually remain constant throughout the project duration. Individuals who are primarily responsible for requesting and using storage space on DataStorage.nrw are employed at a university in DH.NRW or have a direct connection to an NFDI consortium.
Organizational location:
A research project is located at one or more research institutions. If several institutions are involved, one of them is the consortium leader and must be primarily assigned to the project.
These features enable research data to be handled in accordance with the research data lifecycle. Research data from projects that are already being stored long-term elsewhere by a recognized organization may not be stored twice.
3.2.2. NFDI-Association
Please indicate whether the project belongs to an NFDI consortium and, if so, to which one.
3.3. Storage Space
The questions in the storage space applications vary depending on the selected resource type. The following sections indicate for which resource type information must be provided.
3.3.1. Scope
Resource Types: All
The required storage space is specified in gigabytes (GB). In order for your application to be approved, the amount of storage space must be reasonable in relation to the project description, file formats, and file volumes. Therefore, please provide as much detail as possible about whether data has already been collected as part of the research project and, if so, indicate the approximate number of files and the amount of storage space already used. Please estimate as accurately as possible how many files of what size have been generated and/or will be generated for the research project.
| Storage Capacity I | Project Duration I | Archiving Period I | Costs |
|---|---|---|---|
| 0,5 TB | 3 Years | 10 Years | Approx. 257 € |
| 1 TB | 3 Years | 10 Years | Approx. 515 € |
| 10 TB | 3 Years | 10 Years | Approx. 5148 € |
| 125 TB | 3 Years | 10 Years | Approx. 64350 € |
3.3.2. Related Subprojects
Resource Types: All
It is currently not possible to transfer storage space from a main project to a subproject in Coscine. This means that all subprojects that require storage space must also be listed in the storage space request. It is important to note that - the main project and the associated subprojects must already have been created in Coscine and the corresponding URLs must be specified. Otherwise, it will not be possible to allocate storage space; - the total amount of storage space for the individual projects is equal to the total amount of storage space requested.
Example:
Total-Quota = 50 TB
3.3.3. Datatypes
Resource Types: All
All currently known file types can be stored on DataStorage.nrw, and there are no restrictions in this regard.
3.3.4. Personal Data
Resource Types: All
The storage of personal data on DataStorage.nrw is not excluded in principle. However, it is the responsibility of researchers to check whether their specific research data may be stored here and what additional security measures are required (see also Security measures for personal data).
3.4. Metadata Profile
Resource Types: All
Based on the funding guidelines of DataStorage.nrw, all data stored there must be described with metadata. Coscine metadata profiles are used for entering metadata. You can select existing metadata profiles when creating resources or create individual metadata profiles. When using S3 resources, other annotations of data with metadata can be selected in addition to metadata profiles, but these must be described in detail in the application (see Location of metadata storage and metadata annotation).
3.5. Reasons for using Coscine
Resource Types: All
The main reason for using Coscine must be stated in the storage space application. This makes it easier for reviewers to better assess the status of the respective research project.
3.6. Workflow and structurer
Resource Types: S3 & WORM
This section describes the planned data delivery, for example via the web interface, the REST API, or S3 clients. If automated processes are planned for data delivery, these must be described here. In particular, for projects that have already been completed and that Coscine wishes to use for archiving, an existing data management plan (DMP) can be attached as a PDF file. This saves you time in the description process and speeds up the review process.
3.7. Data Flow
Resource Types: S3 & WORM
Here you describe where your data comes from, for example, from a microscope, literature research, etc., and how it will be used by Coscine (or DataStorage.nrw) for your project. If the workflow is very complex, you can also upload a PDF with a diagram of the workflow in the application.
3.8. Upload of Files
Resource Types: S3 & WORM
In this section of the application, please explain how data will be delivered: e.g., via the web interface, the REST API, or S3 clients. If you plan to deliver data via the web interface and are applying for S3 resources, please explain in detail why a web resource cannot meet your needs in this case. If you want to use an S3 client to upload files, please specify which one (e.g., Cyberduck). If another workflow already exists for your research project, please describe it in as much detail as possible.
3.9. Data Structure and Findability
Resource Types: S3 & WORM
Based on the funding guidelines, data must be organized on DataStorage.nrw and stored according to an agreed structure. Please describe your data structure, including how files are stored and saved, and how their retrievability is ensured. It is important that the description explains how the data will remain retrievable in the coming years.
3.10. Location of metadata storage and metadata annotation
Resource Types: All
Based on the funding guidelines of DataStorage.nrw, all data stored there must be described with metadata. The reviewers require a clear description of the already established or planned workflow for delivering metadata. When using web resources, metadata must be entered in a metadata profile via the web interface or the REST API. When using S3 resources, other annotations of data with metadata can be selected in addition to metadata profiles, but these must be described in detail in the application.
The presentation of the selected description of data with metadata is a key criterion for the approval or rejection of the application!
The following guiding questions can help you describe the questions in the storage space application for metadata storage and annotation as detailed and specific as possible. If you have a diagram of the (planned) workflow for storing metadata in your research project, please include it in the application.
Guiding Questions:
At which points in the project workflow are metadata collected and stored?
Is an existing metadata profile from Coscine used?
Was a individual metadata profile created? If so, please provide the merge request in the Git repository and the exact profile name. Please also provide a brief explanation of why you chose the new metadata profile.
If the application was submitted for S3: Please describe in detail the workflow for storing metadata. Have you automated any (sub)steps for this, e.g., using a script?
How is the research data linked to the metadata?
Here you will find a brief description of the possible resource types in Coscine. In addition to this document, you will find a detailed explanation and additional assistance in selecting the right resource type in our documentation.
8.1. Web-Resources
The web resource type is used to store smaller file sizes (e.g., survey results). Web resources can only be accessed via the Coscine web interface or REST API. This means that the metadata management provided by Coscine must be used when uploading data by using appropriate metadata profiles. Data can only be uploaded if at least the mandatory fields of the selected metadata profile have been filled in. You can choose between metadata profiles of varying scope, extend them yourself using the metadata profile generator, or create new ones. For DataStorage.nrw, employees of authorized universities are provided with 100 GB of storage space per project for web resources as standard. Storage space exceeding this must be requested via a storage space application via Coscine-JARDS.
8.2. S3-Resources
S3 resources provide direct access to the storage system behind Coscine (in this case, DataStorage.nrw) and can be used, for example, to store and manage large amounts of data. S3 resources can also be mounted in other systems, offering a high degree of flexibility in the research process. Access to the stored data is preferably via S3 clients (e.g., Cyberduck), but can also be implemented via the web interface or the REST API. This allows the metadata management provided by Coscine to be used via metadata profiles, but it is not enforced when uploading directly via the S3 interface. Here, too, you can choose between metadata profiles of varying scope, extend them yourself using the metadata profile generator, or create new ones. However, metadata management can also be implemented using your own procedures. These must be clearly explained in the application. A storage space application for the S3 resource type must always be submitted via Coscine JARDS.
8.3. WORM-Resources
WORM (Write Once, Read Many) -Resource Types are available for storing research data that requires a high level of protection in terms of immutability. Files stored in this resource type cannot be modified or deleted after upload. Access to the data is equivalent to the S3 resource type. In addition to the metadata management that is not enforced as a result, the WORM resource type also entails a high level of responsibility for uploaded files, as deletion is not possible (e.g., with regard to personal data). For this reason, a storage space application via Coscine-JARDS is always required and is the most comprehensive. With WORM resources, it is not possible to delete the data for at least five years. This is due to the replacement cycle of the underlying hardware. You must therefore demonstrate that you own all rights to the data and that, in the case of personal data, the right to erasure pursuant to Art. 17 GDPR does not apply.