Records Management and Archives Formation Plan of FSD Appendix 1. Documents and document series generated by FSD

In all tables, 'nnnn' denotes a permanent four-digit archiving identifier or FSD ID number provided by the Archive.

Table 1. L-series

Name of the document Deposit Agreement (till the year 2013)
Activity Data Ingest
ID-number L/nnnn
Description Agreement document between the depositor and FSD that defines the terms and conditions of archiving and reuse of data.
Archiving responsibility Information Services Manager
Archiving order By ID number
Archiving instructions The Archive's internal manual
Information preservation The basic information contained in the Deposit Agreement is recorded in the Tiipii database. The depositor's contact information is entered into the Archive's electronic client register.
Media Structured agreement template, hard copy
Location Designated storage room, in archiving folders marked with the identifier 'L', in the folder with the most recent current number.
Protection category 2 (protected document)
Degree of publicity Not public
Overall storage time Permanent
Further information The Deposit Agreement informs the depositor that his or her contact information will be recorded in the Archive's client register (Personal Data Act, Section 24, and Personal Data Act, Section 8(1), paragraph 5). The Archive maintains a Privacy Policy file where the processing of personal data is described (Personal Data Act, Section 10).

Table 2. KL-series

Name of the document Dataset description form
Activity Data Ingest
ID-number KL
Description On the Dataset Description form, the depositor provides basic information about the deposited data for the creation of the metadata.
Archiving responsibility Information Services Manager
Archiving order To be disposed of after the metadata have been created.
Archiving instructions The Archive's internal manual
Information preservation The receipt of Dataset Description form will be recorded in the Archive's Tiipii database.
Media Structured template, either hard copy or digital
Location In the office If the Archive decides to store the form permanently, it will be placed in archiving folders marked with the identifier 'A'.
Protection category 3 (other document)
Degree of publicity Not public
Overall storage time To be disposed of when the metadata have been entered into the Archive's electronic systems.
Further information The Dataset Description form will be archived permanently if it contains essential information about the data that is not included in the electronic metadata provided by the Archive. If this is the case, the form must be registered in the Tiipii database under basic information about the dataset.

Table 3. ORIG/DA-series

Name of the document Original data
Activity Data Ingest
ID-number No ID
Description Digital copy of the research data collected and deposited. May be numerical (data matrix), text, image or sound data.
Archiving responsibility Information Services Manager
Archiving order By ID number
Archiving instructions The Archive's internal manual
Information preservation The basic information on the files is recorded in the Tiipii database.
Media Mainly electronic, sometimes hard copy. A variety of electronic formats and medias are used.
Location Electronic data are placed on the network drive X in the directory named after the dataset ID number (FSDnnnn), in a subdirectory called 'Original'. Hard copies are stored in folders marked with the identifier 'A' under a file divider marked with the dataset ID number.
Protection category 3 (other document)
Degree of publicity Confidential
Overall storage time Stored for 20 years in the subdirectory 'Original' after the archiving process of the data has been finalised. An exception is made in the case of personal data that allow direct identification. If legislation does not provide any grounds for storing such data, they will be erased as soon as the dissemination package (DIP) has been completed or immediately, if the identifying information is not needed for creating the DIP.
Further information Transfer media of the original data is destroyed once the data are copied onto the X drive in the dataset folder. Original data will not be disseminated for data users.

Table 4. ORIG/OT series

Name of the document Material that describes and contextualises the research data.
Activity Data Ingest
ID-number No ID (except for material that is digitised at the Archive and receives an ID at that stage).
Description Material that describes and contextualises the production of research data is an essential source of information for the processing and reuse of the data. This material may, for example, include a variable list, coding instructions, questionnaires, interview questions, observation instructions, information given to the research participants on future use of the data or written consent to participate which research subjects were asked to sign.
Archiving responsibility Information Services Manager
Archiving order By ID number
Archiving instructions The Archive's internal manual
Information preservation All received material is recorded in the Tiipii database.
Media Electronic or hard copy. Various electronic formats.
Location Electronic data are placed on the network drive X in the directory named after the dataset ID number (FSDnnnn), in a subdirectory called 'original'. Hard copies are stored in the designated storage room in folders marked with the identifier 'A' under a file divider marked with the dataset ID number. Basic information for hard copies and the code of the folder where they are located are recorded in the Tiipii database.
Protection category 3 (other document)
Degree of publicity Varies
Overall storage time Hard copy versions of digitised material will be destroyed as soon as the digital version has been created and transferred to the OT series. Reports and forms for materials will be stored permanently if they are not available elsewhere and are not converted into an electronic format.
Further information Personal data containing identifiers will be destroyed immediately after the dissemination version (DIP) has been completed, unless legislation allows it to be preserved.

Table 5. AR-series

Name of the document Archival information package data (AIP)
Activity Data processing
ID-number arFnnnn
Description A processed version of the original data, produced for storage; it also includes variables or information not included in the dissemination version.
Archiving responsibility Information Services Manager
Archiving order By ID number
Processing instructions The Archive's internal manual
Information preservation Basic information and version information is recorded in the Tiipii database.
Media
  • Data matrix: electronic, SPSS portable format
  • Textual data: electronic, encoded UTF-8 txt or csv, xml, html/xhtml (PDF/A or ODF only in cases where understandability requires office format)
  • Still images: electronic, JPEG, PNG, TIFF or (DNG) format
  • Sound: electronic, FLAC format (MP3 if the original material was in MP3)
  • Video: electronic, MPEG-4 H.264 format
  • Hard copies: copied onto archival grade paper
Location Electronic data are placed on the network drive X in the directory named after the dataset ID number (FSDnnnn). Hard copies are stored in folders marked with the identifier 'A' under a file divider marked with the dataset ID number. Basic information for hard copies and the code of the folder where they are located are recorded in the Tiipii database.
Protection category 2 (protected document)
Degree of publicity Varies Archival information package data are available to users only through a separate access application process.
Overall storage time Permanent
Further information In the majority of cases, the AIP is the same as the DIP. An AIP is generated only if there is a good reason why the DIP cannot contain all variables or information (for instance, for privacy protection or embargo set by the depositor).

Table 6. DA-series

Name of the document Dissemination information package data (DIP)
Activity Data processing
ID-number daFnnnn, avoFnnn
Description A processed, anonymised and converted version of the original data for dissemination and reuse.
Archiving responsibility Information Services Manager
Archiving order By ID number
Processing instructions The Archive's internal manual
Information preservation Basic information and version information is recorded in the Tiipii database.
Media
  • Data matrix: electronic, SPSS portable format
  • Textual data: electronic, encoded UTF-8 txt or csv, xml, html/xhtml (PDF/A or ODF only in cases where understandability requires office format)
  • Still images: electronic, JPEG or PNG format
  • Sound: electronic, FLAC, MP3 format
  • Video: electronic, MPEG-4 H.264 format.
Location Electronic dissemination data are placed on the network drive X in the directory named after the dataset ID number (FSDnnnn). Hard copies are stored in folders marked with the identifier 'A' under a file divider marked with the dataset ID number.
Protection category 2 (protected document)
Degree of publicity Varies Data are available for users according to the access conditions set out for the dataset in the Deposit Agreement:
  • available for all users
  • available for research, teaching and study (requires registration).
  • available for research only (requires registration)
  • available only by permission from the depositor (requires registration)
Overall storage time Permanent
Further information In the majority of cases, the AIP is the same as the DIP.

Table 7. ME-series

Name of the document Metadata
Activity Data processing
ID-number 'meFnnnn' contains metadata on data content, collection methods and access conditions; 'vaFnnnn' contains metadata on variables.
Description Metadata are compiled for all DIPs using the international DDI data documentation standard. Data are described in terms of content (e.g. keywords and summary), methodology (e.g. sampling procedure and data collection), quantitatively (e.g. number of cases and variables) and technically (e.g. file names). Metadata also include information on access and any possible use restrictions. Variable-level descriptions of quantitative data are also produced.
Archiving responsibility Information Services Manager
Archiving order By ID number
Processing instructions The Archive's internal manual
Information preservation Basic information and version information is recorded in the Tiipii database.
Media Electronic, DDI 2 format XML file
Location Metadata files are placed on the network drive X in the directory named after the dataset ID number (FSDnnnn).
Protection category 2 (protected document)
Degree of publicity Public. A continuously updated data catalogue on the FSD website, including metadata in HTML and XML files, is produced from the XML format metadata.
Overall storage time Permanent
Further information Metadata is also translated into English and published in the Archive's English data catalogue.

Table 8. OT-series

Name of the document Material that describes and contextualises the research data.
Activity Data processing
ID-number
  • arqFnnnn = archived questionnaire
  • quFnnnn = questionnaire disseminated to reusers
  • iqFnnnn = interview questions
  • iiFnnn = interview instructions
  • wiFnnn = writing instructions (if the material consists of texts written by research subjects: letters, biographies, work diaries etc.)
  • tiFnnnn = transcription instructions
  • teFnnnn = transcription example
  • oiFnnnn = observation instructions
  • isFnnnn = information sheet to research subjects
  • stFnnn = stimulation material
  • riFnnn = research invitation
  • bgFnnn = background information
  • crFnnn = collection request
  • transnotes.txt = translation notes
  • readme.txt = remarks concerning data use
Description Material that describes and contextualises the production of research data includes research instrument, instructions of various kinds and how data collection was guided. For quantitative data, such materials include questionnaires used for data collection and coding instructions. For qualitative data, such materials include interview questions, and interview, observation or writing instructions. Materials that describe and/or contextualise the research are usually in an electronic format. Should the material include hard copies, they will be digitised if necessary.
Archiving responsibility Information Services Manager
Archiving order By ID number
Processing instructions The Archive's internal manual
Information preservation Basic information and version information is recorded in the Tiipii database.
Media Electronic, encoded UTF-8 txt or csv, xml, html/xhtml (PDF/A or ODF only in cases where understandability requires office format)
Location Electronic material is placed on the network drive X in the directory named after the dataset ID number (FSDnnnn). Hard copies are stored in folders marked with the identifier 'A' under a file divider marked with the dataset ID number.
Protection category 2 (protected document)
Degree of publicity Varies Some research data and the materials that describe its collection are published on the FSD website in conjunction with the DIP metadata. Some are available only for registered Aila users, according to the access conditions set in the Deposit Agreement. Information about the degree of publicity is recorded in the Tiipii database.
Overall storage time Permanent
Further information Personal data included in the materials is published only in cases where research subjects have given their consent to publication. The Archive does not, as a rule, modify or change the contents of the data.

Table 9. SY-series

Name of the document Data processing files
Activity Data processing
ID-number syFnnn = data syntax including information on data processing and anonymisation (quantitative data), anFnnn = information on data processing and anonymisation (qualitative data)
Description Files with itemised records of changes made to the original data.
Archiving responsibility Information Services Manager
Archiving order By ID number
Processing instructions The Archive's internal manual
Information preservation Information on the creator of the file and version information is recorded in the Tiipii database.
Media Electronic, encoded UTF-8 txt or csv format (file extension according to software used)
Location Files are placed on the network drive X in the directory named after the dataset ID number (FSDnnnn).
Protection category 2 (protected document)
Degree of publicity Not public
Overall storage time Permanent
Further information Key changes made to the original data are also recorded in the metadata of the dissemination package.

Table 10. P1-series

Name of the document Access applications (till the year 2014)
Activity Delivery of data for reuse
ID-number P/the Access Application number
Description Applicants were requested to give their contact details in the Access Application, as well as the contact details of anyone else that might be using the data. They were also requested to describe the purpose of data use and the planned time period of use. In addition, applicants were asked to indicate the technical details of how they preferred the DIP to be delivered to them. Applications were submitted by post, e-mail, telephone and/or fax. Electronic applications were copied unto archival grade paper.
Archiving responsibility Information Services Manager
Archiving order Chronological (Access Applications were given a running number when recorded in the Tiipii database)
Archiving instructions The Archive's internal manual
Information preservation Information on each Access Application was recorded in the Tiipii database.
Media Electronic or hard copy
Location Designated storage room, in archiving folders marked with the identifier 'P'. The folders are in ascending time order and contain all Access Applications (1-2595)
Protection category 2 (protected document)
Degree of publicity Confidential
Overall storage time 20 years
Further information The document series ended with the launch of the online Aila Data Service in April 2014

Table 11. P2-series

Name of the document Terms and Conditions of Use agreements (till the year 2014)
Activity Delivery of data for reuse
ID-number P/the Terms and Conditions of Use agreement number/processor's initials
Description By signing the Terms and Conditions of Use, reusers of data agreed to comply with the requirements stated regarding (1) the purpose of use and disposal of the data, (2) data security, (3) confidentiality and privacy, (4) citing the data in the publication, (5) reporting any observed errors and/or faults in the data, (6) informing about publications, and (7) copyright and IPR.
Archiving responsibility Information Services Manager
Archiving order According to the numbering of the related Access Application (entries relating to Access Applications in the Tiipii database were numbered in the order of entry).
Archiving instructions The Archive's internal manual
Information preservation Basic information of each agreement was recorded in the Tiipii database.
Media Hard copy
Location Designated storage room, in archiving folders marked with the identifier 'P', over the related Access Application. The folders are in ascending time order and contain all Terms and Conditions use agreements (1-2595)
Protection category 2 (protected document)
Degree of publicity Confidential
Overall storage time 20 years
Further information The document series ended with the launch of the online Aila Data Service in April 2014. To be able to download data, users must agree to comply with the terms and conditions for data use.

Table 12. AL-series

Name of the document Data downloads
Activity Delivery of data for reuse
ID-number Delivery nnnn. Sequential numbering in time order, starting at number 3008.
Description Information retained on users who have downloaded data from Aila Data Service: personal and contact information, data downloaded, time of download, and purpose of use as supplied by the user.
Archiving responsibility Technical Services Manager
Archiving order Chronological
Processing instructions The Archive's internal manual for technical services
Information preservation Users enter their purpose of use and a more detailed description of the use into Aila. Aila stores information on data download time and personal information of the user from the user register.
Media Electronic
Location Aila Data Service is maintained in a server located in the FSD premises.
Protection category 2 (protected information)
Degree of publicity Information on data users is not public. The Archive publishes statistical information on data deliveries and downloads. The Archive may inform depositors on the users of their data and the purpose of use, if depositors so require in the Deposit Agreement.
Overall storage time 20 years
Further information To be able to download data, users must agree to comply with the general terms and conditions for the use of Aila Data Service and with the terms and conditions for data use. If a client uses data against the access conditions set for the data or for a different purpose of use than specified, the Archive has the right to notify the original data creators, the user's home organisation and research funders of the breach of the terms. To investigate a breach of terms and conditions, the Archive has the right to give to the original creators of the data and to the user's home organisation all information relating to the data use (the user's first name and surname, home organisation, username, email and postal address, telephone number, download time, and purpose of use supplied).