Section / Milestone | Milestone | SP Task # | Scholars Portal Tasks | MI Task # | Member Institutions Tasks |
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Section A: Documentation Overview |
A.1 | Review CTS certification requirements. | SP.A.1.a | - Create a chart of all current CTS requirements.
| MI.A.1.a | - Review the CoreTrustSeal website and Scholars Portal CTS project website.
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| SP.A.1.b | - Determine specific documentation needed for each requirement.
- Review CTS guidance for info on the types of documents recommended.
- Review iQSS guidance for recommendations.
- Review previously successful applications for recommendations.
- DataverseNO (2017-19)
- DANS EASY (2017-19)
- Tilburg University (2017-19)
- Odum Institute (2020-22)
- Finnish SS Data Archive (2020-22)
- IRIS (2020-22)
| MI.A.1.b | - Determine if you'd like to submit a CTS application for certification.
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| SP.A.1.c | - Determine which requirements need to be completed by Scholars Portal vs. Member Institutions.
| MI.A.1.c | - Determine which digital repository or collection(s) you'd like to have certified.
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| MI.A.1.d | - Optional: Apply to Portage's CTS certification pilot project by March 31st. Webinar being held on Feb 24th.
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A.2 | For requirements wholly or partially owned by Scholars Portal... | SP.A.2.a | - Determine the current level of compliance for each requirement.
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| SP.A.2.b | - Compare existing documentation to required documentation.
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A.3 | For requirements wholly or partially owned by Member Institutions. | SP.A.3.a | - Develop a documentation checklist (with guidance) for Member Institutions.
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| SP.A.3.B | - Find and provide example policies and procedures for each of the CTS requirements.
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A.4 | Conduct a documentation inventory. | SP.A.4.a | - Create an inventory of all existing Dataverse-related documentation.
| MI.A.4.a | - Review documentation checklist to get a high-level idea of what documentation exists versus what documentation may be required.
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| SP.A.4.b | - Compare documentation inventory to CTS certification requirements.
| MI.A.4.b | - Determine your current compliance level for each requirement (based on existing documentation).
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| SP.A.4.c | - Create a checklist of all CTS required documentation with the current status of each document.
| MI.A.4.c | - Review the resulting list to determine which documentation is complete and which documentation is required.
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Section B: CTS Project SP DV Cohort (within a Cohort) |
B.1 | Cohort Creation | SP.B.1.a | - Invite member institutions from SP DV to join the cohort.
| MI.B.1.a | - Indicate your interest in being a member of the SP DV Cohort in May.
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| SP.B.1.b | - Create an email alias for internal cohort communication.
- Add/remove members as needed.
| MI.B.1.b | - Indicate your interest in being a member of the Portage listserv.
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| SP.B.1.c | - Ask cohort members who would like to also be included on the listserv Portage is creating for the larger project.
- Provide list of email addresses to Karine once complete.
| MI.B.1.c | - Accept Slack invitation if you want to join. Ignore email if you do not wish to join the Slack group.
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| SP.B.1.d | - Send invites to all cohort members for Portage's project Slack channel.
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B.2 | Planning SP DV Cohort Activities & Events | SP.B.2.a | - Provide a survey for potential activity types and topics to gauge cohort interest.
| MI.B.2.a | - Respond to survey with feedback on the types of events you'd like to attend and what topics are most important to you.
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| SP.B.2.b | - Create a cohort activity / events calendar on Spotdocs project website.
| MI.B.2.b | - Review cohort activity calendar and book time in your calendar as needed.
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| SP.B.2.c | - Gauge interest of cohort to have a meeting in June, before Portage's introductory meeting.
- Results: Only a little interest. First meeting in July.
| MI.B.2.c | - Provide feedback on interest in having a meeting in mid-June.
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| SP.B.2.d | - Send calendar invite for cohort monthly meetings for the third Tuesday of every month starting in July.
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| SP.B.2.e | - Develop a monthly meeting agenda/notes document template.
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B.3 | SP DV Cohort Activities & Events (2021) | SP.B.3.a | - July 20th - CTS Certification Refresher & Preservation Plan
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| - Attend SP DV CTS Cohort Meetings and Workshops throughout the Fall of 2021.
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| SP.B.3.b | - September 21st - Data Curation
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| SP.B.3.c | - October 19th - Deposit Guidelines
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| SP.B.3.d | - November 16th - Collections Development
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| SP.B.3.e | - December 21st - Deaccessioning
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| SP.B.3.f | - January 25th - Deaccessioning
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| SP.B.3.g | - February 24th - Preservation Plan Overview at Monthly Borealis Community Meeting
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Section C: DRAFT CTS Certification Application |
C.1 | Start a DRAFT Scholars Portal application. | SP.C.1.a | - Create a DRAFT CTS application for Scholars Portal.
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| SP.C.1.b | - Add URLs and links to existing documentation where available.
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| SP.C.1.c | - Add known compliance levels for each requirement.
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| SP.C.1.d | - Divide each requirement between SP ownership and MI ownership.
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| SP.C.1.e | - Start adding text to requirement sections.
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C.2 | Update the DRAFT SP application with guidance and suggestions. | SP.C.2.a | - Add instructions to the DRAFT application.
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| SP.C.2.b | - Add summarized guidance from CTS to the DRAFT application.
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| SP.C.2.c | - Add summarized guidance from iQSS to the DRAFT application.
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| SP.C.3.c | - Add suggested responses and documentation evidence to the DRAFT application from other successful applications.
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C.3 | Start a DRAFT CTS application for Member Institutions |
| | MI.C.3.a | - Review DRAFT CTS application from Scholars Portal.
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| MI.C.3.b | - Review guidance, suggested responses, and evidentiary documentation needed.
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| MI.C.3.c | - Start drafting requirement responses.
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Section D: New and Updated Policy and Procedural Documentation |
D.1 | Create NEW or UPDATE existing documentation. | SP.D.1.a | - Revise SP DV User Guide.
- Version 1
- Version 2
- French Translation
- Community Review & Feedback
- Final Version
| MI.D.1.a | - Update existing documentation required for CTS application.
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| SP.D.1.b | - Create a SP DV Administrator Guide.
- Version 1
- Version 2
- French Translation
- Community Review & Feedback
- Final Version
| MI.D.1.b | - Create new documentation required for CTS application.
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| SP.D.1.c | - Update the SP DV Terms of Use.
- Version 1
- Version 2
- French Translation
| MI.D.1.c | - Obtain feedback and/or approval from required sources within your institution.
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| SP.D.1.d | - Update the SP DV FAQs.
- Version 1
- French Translation
| MI.D.1.d | - Finalize all documents required for CTS application.
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| SP.D.1.e | - Create a SP DV technology information sheet.
- Version 1
- Version 2
- French Translation
- Final Version
| MI.D.1.e | - Determine the best location to publicly post documentation on your institution's library website.
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| SP.D.1.f | - Create a SP DV Preservation Plan.
- Version 1
- Version 2
- Feedback from the Preservation Expert Group (the Alliance)
- French Translation
| MI.D.1.f | - Update your library website to include all documentation created or updated.
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| SP.D.1.g | - Create a SP DV Privacy Statement.
- Version 1
- Version 2
- Feedback from the contact at the University of Toronto Privacy Office
- French Translation
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| SP.D.1.h | - Create an Application Template
- Version 1
- Version 2
- Feedback from community
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D.2 | Assist Member Institutions with Policy/Procedure Development | SP.D.2.a | - Add links to example documentation from other Canadian institutions on the project website.
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| SP.D.2.b | - Add links to example documentation from current CTS certified repositories (Dataverse and non-Dataverse repositories) on the project website.
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| SP.D.2.c | - Post Scholars Portal documentation development process/workflow on the project website.
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Section E: SP Dataverse Website |
E.1 | Website Layout / Design | SP.E.1.a | - Review existing design and layout of SP DV documentation website.
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| SP.E.1.b | - Develop an overview of changes needed to the website.
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| SP.E.1.c | - Create layout of the new website design on Spotdocs.
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| SP.E.1.d | - Have changes reviewed and approved by appropriate individuals.
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E.2 | Website Update | SP.E.2.a | - Determine who will complete website updates.
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| SP.E.2.b | - Develop new website / update existing website, as outlined in plan.
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| SP.E.2.c | - Update existing documentation and add new documentation.
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Section F: Completion of CTS Certification Application |
F.1 | Complete CTS application online via portal. |
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| MI.F.1.a | - Sign-up for an account for the CTS application portal.
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| MI.F.1.b | - Copy and paste all requirement responses from application template into application portal.
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| MI.F.1.c | - Double-check that all URLs included in the application are functioning properly.
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| MI.F.1.d | - Submit CTS application for review.
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| MI.F.1.e | - Pay application fee (1000 euros) as per website instructions (or as per instruction from Portage).
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| MI.F.1.f | - Optional: Email confidential documents directly to CTS.
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F.2 | Respond to reviewer feedback - Round 1. | SP.F.2.a | - Review the feedback from CTS reviewers.
| MI.F.2.a | - Review the feedback from CTS reviewers.
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| SP.F.2.b | - Discuss feedback with member institution and determine which items require updates or a response from Scholars Portal.
| MI.F.2.b | - Discuss feedback with Scholars Portal and determine which items require updates or a response from the member institution.
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| SP.F.2.c | - Update Scholar's Portal portion of CTS application to satisfy reviewer feedback.
- Write specific responses to review questions or comments, if needed.
| MI.F.2.c | - Update the member institution's portion of CTS application to satisfy reviewer feedback.
- Write specific responses to review questions or comments, if needed.
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| MI.F.2.d | - Submit updated/revised application to CTS as per their instructions.
- Respond to questions or comments from reviewers via email or other method, if needed.
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F.3 | Respond to reviewer feedback - Round 2. | SP.F.3.a | - Review the feedback from CTS reviewers.
| MI.F.3.a | - Review the feedback from CTS reviewers.
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| SP.F.3.b | - Discuss feedback with member institution and determine which items require updates or a response from Scholars Portal.
| MI.F.3.b | - Discuss feedback with Scholars Portal and determine which items require updates or a response from the member institution.
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| SP.F.3.c | - Update Scholar's Portal portion of CTS application to satisfy reviewer feedback.
- Write specific responses to review questions or comments, if needed.
| MI.F.3.c | - Update the member institution's portion of CTS application to satisfy reviewer feedback.
- Write specific responses to review questions or comments, if needed.
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| MI.F.3.d | - Submit updated/revised application to CTS as per their instructions.
- Respond to questions or comments from reviewers via email or other method, if needed.
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