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# System prepended metadata

title: TUoS Preservathon - 7th November 2019

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# TUoS Preservathon - 7th November 2019

### Goals
The aim of today is to (partially) implement SLIMS into the ORDA/Rosetta workflows. 

### Timetable


| Time | Activity | 
| -------- | -------- | 
| 9.30 - 10  | Introduction and goal setting | 
| 10 - 12 | Pomodoro sprints :tomato: |
| 12 - 12.30 | Sharing progress :loudspeaker: |
| 12.30 - 1.30 | Lunch :fork_and_knife: |
| 1.30 - 2.30 | Pomodoro sprints :tomato: and testing :construction: |
| 2.30 - 3 | Next steps and celebrating our progress :tada: :cake: :confetti_ball: |


### Who
*Please introduce yourselves here and say one thing you are hoping to get out of today*
* Rosie - remove some of the barriers for getting data from ORDA to Rosetta
* Chris - very keen to raise the profile within the library of the almost completely forgotten topic of digital preservation. A practical exercise is a great opportunity
* Angus - make things work
Kate - create meaningful workflows that don't require RDM specialists to understand and interact with


### Timers

* [20 minute timer (beach)](http://amazingtimer.com/countdown_timer.php?h=0&m=20&s=0&b=26) 
* [5 minute timer (cat)](http://amazingtimer.com/countdown_timer.php?h=0&m=5&s=0&b=30)
* [5 minute timer (chameleon)](http://amazingtimer.com/countdown_timer.php?h=0&m=5&s=0&b=40)

### Notes
* In an ideal world SLIMS would be totally integrated into Figshare so that the researcher gets an automated prompt within Figshare if they are depositing file formats which we are not going to be able to preserve in ORDA. In the short-term we are hoping to get an automated message to rdm@sheffield.ac.uk with an indication of whether the file format is acceptable, so SCT can contact the depositing researcher if necessary to get more information/the data in a sensible file format.
* *Add your thoughts and ideas here*
* We discussed the idea of having an 'open door' approach to the event where although the focus is a serious piece of work, we could still invite researchers/students/staff to drop in and ask questions if they fancied. With this in mind I've ordered some publicity material from the DPC and will have some bits and pieces/handouts on hand (CL) 
* Steps
    * Alert from Figshare that items have been published
    * SLIMS checks files
    * Email from SLIMS to rdm with the summary
    * RDM team to alert researcher if necessary/check documentation
    * Appropriate files go into Rosetta - manually at first, with the aim to have it automated (using exceptions to specify which formats) in the future
        * Start with CSVs
* Blogpost https://www.dpconline.org/blog/file-format-identification-sheffi-uni
* Rosetta internal documentation  
https://docs.google.com/document/d/10RuFOWT3z-nCbZDojEUX4GO6YCMJ7vI_II3dB_0n85I/edit?usp=sharinghttps://docs.google.com/document/d/10RuFOWT3z-nCbZDojEUX4GO6YCMJ7vI_II3dB_0n85I/edit?usp=sharing


### RDM Team workflow
* Receive email saying whether we know the file format (y/n), and if Y then what the format is
* Triage: 
    * Know the file format and it's 'acceptable' -> carry on with deposit as normal and potentially trigger action in Rosetta :tada: 
    * Know the file format and it's not a standard format -> check documentation is in ORDA, if Y then as above, if N then email asking for clarification
    * Know the file format and it's a known 'problem' format -> email researcher and advise that alternative format in addition 
    * SLIMS can't work out what the file format is -> check if there is sufficient documentation, if N then email researcher asking for more documentation
* Emails needed (https://docs.google.com/document/d/1o6bMssmLtizRguyEUJ6vIqQ0KktbYkDcJMggXJMg8tI/edit):
    * Your file formats are identifiable but not 'standard', please could you add some documentation about how to access it
    * Your file formats are known but in a problematic format, please add copies in non-problematic alternative
    * We have no idea what you have deposited, please give us some documentation
* Other documentation needed:
    * Problematic files and the preservable equivalents (https://docs.google.com/document/d/1f1SvmvW9T-t0qD77U4BFfyH31QvsT83Rjp-rWxpkrBM/edit)
