ResData
ResData - help
Getting started 

About the post-project storage allocation form

This form allows you to obtain storage space, for completed research projects, in the UNSW Data Archive. The form is designed to gather minimal information about a completed project and provide easy access to data storage. The following information is required to complete the form:


Obtain post-project storage

Select 'Get post-project storage’ under ‘Managing data’ on the left side of the ResData dashboard. The form for post-project storage allocation will open in a new window. If prompted, disable pop-up blockers. The form consists of two tabbed pages.

Select ‘Next’ on the ‘About’ page to continue.

ResData Dashboard


Save draft

To create and save a draft storage form, either:

  • Select a project from the InfoEd list
  • OR
  • Select ‘Create new project’ and enter the name of the project in the ‘Project title’ field.

At the bottom of the page, select ‘Save draft’ and then select 'OK' in the pop-up message. Saving as draft will close the form.

On the dashboard, the form will be located under ‘Post-project storage’ and the status will display as ‘Draft’.

Save draft storage allocation form


Edit

To edit a draft storage form, select ‘Edit’ from the dropdown Action menu on the dashboard. If another person on the project has the form open, a pop-up message will display who is currently accessing the form.


Exit

To exit the form, select ‘Exit’ in the top right corner of any page and then select ‘OK’ in the pop-up message.


Dashboard

In the centre of the dashboard, the following will be displayed on the ‘Managing data' tab:

  • Plans: Research data management plans you have created or been added to as project personnel, including draft and completed plans.
  • Post-project storage: Post-project storage allocation forms which you have created, including draft and completed forms.

Select the ‘Manage’ dropdown menu to view, edit or check the storage status of a post-project storage allocation form.

Dashboard Data management


Project details;

Select a project

This is a mandatory field.

InfoEd projects

Projects administered by InfoEd are available for selection. Unfunded or external projects may not appear. To manually enter a project, see ‘Non-InfoEd projects’ below.

Projects with the following InfoEd Proposal Status are available for selection:

  • Successful (GMO Account Opening Request)
  • Successful (GMO Release Pending)
  • Successful (OPS Awaiting GALF)
  • Successful (OPS Create/Update TRIM)
  • Successful (Personnel Not Commenced)
  • Successful Under Mgmt
  • Closed
  • Closed (Not Executed)
  • Final Reports Pending
  • Pending Closure (GMO Review)
  • Pending Closure (RFO Finance Review)
  • Pending Closure (OPS Review)

Enter a project reference number or keywords from the title of the project into the search box and select it from the list. The system will recognise the InfoEd reference number, sponsor program number, or the proposal number. For example, RG091234, APP0912345, DP091234567 or LP091234567.

Select a project field


If you are not a Lead Chief Investigator (LCI) or listed as a ‘person’ on the InfoEd record, a message will appear asking you to request permission to obtain storage for the project. Select ‘Request permission’ and the request will be sent to the LCI for approval.

Request permission validation alert


Alternatively, enter keywords for the project into the search box and select ‘Browse project/grants’. The ‘Browse project/grants’ window will appear. From here, you can filter by personnel and year. Selecting a project name will expand the list to display further information aobut the project or grant.

Browse projects window

Select the button next to the relevant project. As on the project governance tab, if you are not listed on the InfoEd record for the project, a message will appear reminding you to request permission from the project LCI to obtain storage for this project.

Select ‘Back to form’ to continue.

Request permission green alert


Non-InfoEd projects

For non-InfoEd projects, select ‘Create new project’ to continue.

Create new project button


Project title

This is a mandatory field.

If a project from the InfoEd list is selected, the project title appears in this field.

For non-InfoEd projects, enter the name or title of the project.

Project title field


Start date/End date

Use the calendar to enter the start and end dates of the project.

The start date is the date the project commenced, as stated in the Funding Agreement. The end date is the date the project concluded.

Start and end dates field


Project Lead Chief Investigator

A project Lead Chief Investigator (LCI) is the UNSW staff member with overall responsibility for the project including intellectual, ethical and financial matters.

If a project from the InfoEd list is selected, the LCI appears in this field. For non-InfoEd projects, the field does not appear and an LCI must be added under 'Project personnel’. It is mandatory for each form to have an LCI.

Project lead chief investigator field


Project affiliation

This is a mandatory field.

If a project from the InfoEd list is selected, the affiliation of the LCI appears in this field.

For non-InfoEd projects, select the faculty where the project is based. If the project involves multiple faculties, select that of the LCI.

Project affiliation field


Project description

This is a mandatory field.

If a project from the InfoEd list is selected, the project description automatically appears in this field. Add more information about the project in the ‘Add an additional description’ field, if required.

For non-InfoEd projects, enter a brief description of the project. The description will be searchable in the UNSW Data Archive.

Project description field


Project personnel

A person or researcher, defined in the UNSW Research Code of Conduct, refers to “All UNSW staff, conjoint appointments, and visiting appointments undertaking research at UNSW, including staff classified as ‘professional and technical’ and casual staff undertaking research.”

InfoEd projects

If a project from the InfoEd list is selected, persons associated with the project appear below the search box. Adding or removing UNSW personnel in the form does not update or change the InfoEd record.

Adding a UNSW person

To add a UNSW person, enter their zID, last name or first name into the search box and select from the options.

Project personnel

Add a person by selecting ‘Add person’.

Add person button

Remove a person by selecting the delete button.

Trash button

Adding a non-UNSW person

To add persons who are not affiliated with UNSW, select 'Create person record'.

Create person record button

Enter the following details:

  • Title (Prof, Dr, Mr, Ms)
  • First name
  • Last name
  • Affiliation
  • Related identifier: Enter a unique identifier associated with the person such as an ORCID ID, a ResearcherID or a URL to a researcher profile webpage.

Add new person record field

Add a related identifier by selecting the add button.

Add button

Remove a related identifier by selecting the delete button.

Trash button

Add the person by selecting ‘Add person’.

Add person button


Role

Select the appropriate role from the dropdown menu next to the name of each person:

  • Lead Chief Investigator (LCI): Primary researcher or person responsible for the project. An LCI has read/write access to the form. It is mandatory for each form to have an LCI.
  • Research Project Manager (RPM): Nominated by the LCI to manage or administer the project. An RPM has read/write access to the form.
  • Contributor: Researcher who contributes to a project. A Contributor has read-only access to the form.
  • Reader: Researcher or administrator who is not a direct contributor to the project. A Reader has read-only access to the form.

Role

Roles defined in the ResData post-project storage form determine access to research data in the UNSW Data Archive. See the table below and the UNSW Data Archive website for more information.

Role ResData permissions Data Archive permissions
Lead Chief Investigator (LCI) Read/write: View, edit and create form Read/write: Search, download and upload data; create folders
Research Project Manager (RPM) Read/write: View, edit and create form Read/write: Search, download and upload data; create folders
Contributor Read-only: View form Read/write: Search, download and upload data
Reader Read-only: View form Read-only: Search and download data

Retention period

This is a mandatory field.

UNSW's Retention periods for records relating to research states that “Retention periods detailed in retention and disposal authorities or in other authorities that mandate retention periods, are however minimum periods. If there is a demonstrated business need for continued retention of records they should be retained beyond these minimum periods for as long as they are still required.”

Select the appropriate retention period based on guidance from the UNSW Retention periods for records relating to research:

  • Permanently
  • Specific end date
  • Other: If ‘Other’, enter retention period details.

Retention period field


Data classification

Select the highest/most secure data classification level that applies to any component of the data. In the text field summarise the components of the data and the data classification levels that apply

Data Classification


Preview 

Use the preview page to review the complete plan before submitting it to ResData.

Select ‘Edit’ on the bottom right of the page to return to each section to make changes.

To submit the form, select ‘Submit’ at the bottom of preview and then select ‘OK’ in the pop-up message.

Submit button

If a mandatory field has not been completed, warning messages will be displayed when you select ‘Submit’. Please return to the page indicated by the message and complete all mandatory fields.

Return to preview to submit.

Submit 

An acknowledgement page will be displayed confirming submission of the form. Select ‘Exit to Dashboard’ to return to the ResData dashboard. Instructions on how to access the UNSW Data Archive have been emailed to you and the LCI.

Acknowledgement

On the dashboard, the form will be located under ‘Post-project storage’ and the status will display as ‘Completed’ once storage has been allocated.

Dashboard completed