SDS@hd/Registration

Prerequisites

• Only scientific data is stored. Don't place administrative data on SDS@hd.
• Only hot data is stored which means only data that is actively used is allowed. We expect you to remove data from finished projects. It is advised to use an archiving service for this. Temporary data should also be removed on a regular basis.
• The storage of personal data or data capable of being linked to an individual is not permitted.
• SDS@hd mustn't be used as an archive or a backup. To find solutions in this regard, please have a look at the Main Page and your institutional services.
• The use of SDS@hd must be adequately documented:
  • All publications that were created with the involvement of the storage service SDS@hd should acknowledge its use. For an example text see here.
  • These publications, scientific posters, theses and third-party funded projects for which the service was used need to be reported to us via bwServices-Management or via email.

Registration Steps

The registration consists of two steps:

• Step A: Membership in Storage Project (Speichervorhaben/SV, same as SDS@hd allocation). There are two options:

  a) → Get invited to existing SV

  b) → Apply for new SV

• Step B: →Registration for SDS@hd Service

After finishing the registration, the next steps are:

• Check which management options there are for your respective role in the SV → SV Management
• See how to access and use your storage space → Access

Step A: SV Membership

A Project consists of multiple elements like a description, users and allocations/SVs. Every user in the project can be added to one or multiple of the available SVs.

You can either join an existing SV or start a new one. SVs are always part of a Project at the bwServices-Management page. In the image on the right you can see how the general setup of a Project looks like. The person who created the Project is called PI (Principal Investigator). The PI and the PMs (Project Managers), defined by the PI, can invite new users to the project and add them to SVs.

a) Get invited to existing SV

To join an existing SV as a coworker, ask the PI or a PM to...:

1. ...add you to the project:
   • They can add you directly if you've already logged in to bwServices-Management once. You get notified via email.
   • They can invite you by sending an email invite. You have to accept the invite to be a project member first, before you can be added to the SV.
2. ...add you to the SV.

   • You can see that you were added by going to the page of the bwServices-Project on bwServices-Management and then checking the list of allocations that you are a member of. You get notified via email as well.

→ As soon as you're a member of an SV, you can go on with Step B if you are using SDS@hd for the first time. If not, it's a good idea to trigger an update of your user data by logging in to bwServices once.

b) Apply for new SV

This is typically done only by the leader of a scientific work group or the senior scientist of a research group/collaboration. You can add any amount of co-workers to your SV.

1. Check prerequisites: Your institution must be a bwIDM member and you have to be an employee of your institution.
2. Create a Project at bwServices-Management (alternatively use an already existing project):
   1. Go to the bwServices-Management Tool. At the start page click the title "Projects" and then "Add a project".
   2. Fill in and submit the form:
      • Keep in mind that this bwServices-Project can stand for a scientific research project but alternatively, it can for example represent all acitivities of a research group as well. The title and description can be changed later.
      • The information to fill in is as follows:

        Please provide a detailed description of your work and select your field of science. In case that this Project corresponds to one dedicated scientific project, please describe your scientific project and indicate the expected project duration. Please mention additional infrastructure that is used by the project (cluster, cloud, storage, archiving services). Thank you!

      • The provided address should be the one where a potential bill can be sent to. In cases where different SVs in the project would have different billing addresses, the address field in the SV application can be filled in additionally.

   → Your project is directly active.

3. Apply for SV. This is the same as adding allocations to a project:
   1. In the Allocations section of the Project's page is a button "Request Resource Allocation". Currently, the only allocation that can be chosen is an allocation for the resource SDS@hd. An SDS@hd allocation is called SV (Speichervorhaben / storage project).
   2. Fill in the form:
      • Justification questions (this field is the only one that can't be changed later on):

        Q1: If not already provided in the bwServices-Management-Project description: Describe the intended usage of the storage space and indicate the expected duration that the allocation is needed.
        Q2: How are data generated and processed? Please distinguish primary vs. secondary data and mention relevant equipment or software.
        Q3: What is the expected data growth? Which file formats are used? Please describe any notable characteristics of your data, such as exceptionally large file size or very large number of small files.
        Q4: Describe at which timepoints data can be archived or deleted. Describe the data and the data volume that can be archived at the end of the project.
        Q5: How are your project data structured, and how is access managed? Are there special needs for the access rights within the SV (e.g. users or guest folder)?

      • Title of the SV: The title is for you to recognize the SV in the allocations table if you have multiple SVs. It can be short.
   3. After filling in the form and agreeing to the terms, the allocation is shown on the project page with the status 'New'. A 'New' allocation is not approved, yet, and therefore not usable.
   4. The allocation application gets reviewed and approved. In the approval state no new users can be added. As soon as the storage space was set up, an email informs about the activation of the allocation.

→ Go on with Step B if you are using SDS@hd for the first time.

If you're a PI in a project with SDS@hd allocations, you will be:

• ...held accountable for the co-workers in the SV
• ...responsible for all data stored in this SV, as well as for any costs incurred as a result.
• ...asked to provide information for the two reports required by the DFG for their funding of SDS@hd
• ...likely asked for a contribution to a future DFG grant proposal for an extension of the storage system in your area of research ("wissenschaftliches Beiblatt")

Step B: Registration for SDS@hd Service

Select your home organization

After step A you have to register your personal account on the storage system and set a service password.

• Visit the registration website bwServices: https://bwservices.uni-heidelberg.de
  1. Select your home organization from the list and click Proceed

     You will be directed to the Identity Provider of your home organisation

  2. Enter your home-organisational user ID / username and your home-organisational password and click Login button

     You will be redirected back to bwServices

• Register for the SDS@hd service:
  1. Under The following services are available select the service SDS@hd - Scientific Data Storage.
  2. Click Register
• Set your personal service password for SDS@hd. This is used for accessing SVs.
• The registration is finished.

  → next steps

Change Service Password at bwServices

→ Setting a New Service Password

FAQ

• Is there a Test-SV to do technical tests?

  Yes, there is a Test-SV for this purpose. You can write to the support to get invited. Please keep in mind that data gets regularly deleted and users may be removed after some time.

• I can login with different institutions/IDs (edugain, ORCID, university ID, university clinics ID,...). Which one shall I choose?

  If you want to be able to start your own SVs, use the ID were you can get the entitlement most conveniently. Otherwise it doesn't matter. But ORCID is the most unspecific option and therefore should only be chosen if the other options don't work.

• I own a SV with my ID at institution A. Can I connect my account from institution B to it?

  You can't connect different accounts. But you can join the SV with both accounts if necessary.

• What is my userID when I register via ORCID?

  You'll be informed about the ID along the process. It'll start with "orcid_".

• How do I set up ORCID?

  Login with your ORCID account (instead of an institutional account) and set it up so that your email address is shared with us.

• How do I register with foreign institutions (outside of BelWü)

  We might need to enable the IP range first.

  After we've added the ip addresses, you might need to wait for an hour before it works.

Troubleshooting

• Issue: The registration on bwServices is not possible
  • Error message: You have no access to a Speichervorhaben of the Service SDS@hd. Please register a new Speichervorhaben or collaborate with an existing Project on https://management.bwservices.uni-heidelberg.de/
  • Solution: Check the following points:
    • Are you a member of a bwServices-Project?
    • Does this project have an SDS@hd allocation?
    • Are you a member of this allocation/SV?
    • Is the bwServices-Project still active? The project mustn't be in the review process.
    • Is the allocation still active? The allocation mustn't be expired.