How to archive work

Let's get rid of all those samples, buffers and related lab materials that are no longer needed to use or store, and discard them responsibly.  However, any samples and materials involved in under-progress projects and (to-be) published works, should bear clear labels for easy identification. Also, ensure the database related to these samples remains updated. Lastly, let's keep our spaces tidy. It goes without saying, but here it is anyway; there should be no requested items left over in the places for incoming items.

The lab provides two large archive -20°C freezers, specifically designed for the long-term (>2 years) storage of important samples that aren't currently in use. Their main role is to ensure the preservation of key samples for a set period of time. The items for storage in these freezers include: 

• The department's vital core samples, whose storage is indefinite due to their utmost significance.
• Samples from completed projects that have been utilized in previously published research. These are stored for a period of 10 years post-publication.
• Completed project samples that have not been used for publication, yet require preservation, are stored for a duration of 5 years from the project's end date. 

There is an SOP available that describes the procedure of storing samples in the archive freezers.

Ensure you have thoroughly logged each experiment in Labfolder. It's crucial for maintaining consistent records and traceability. To the person inheriting your data, make certain they take ownership and understand the importance of careful handling of these files. Lastly, ask the laboratory manager to transfer the ownership of your experiments in Labfolder.

Start by shifting all data from private locations such as K, U, P (wetlab dump), email, and portable storage to designated spaces like Workspaces and Archive. Ensure the unpublished data and analyses are well-organized and clear.  For every paper or chapter, whether it's published, in press, or in preparation, create a corresponding folder that can be easily identified. Not only should these be organized, but they need to be clear in purpose as well.  When it comes to the definitive input, script, and output files used for every paper or chapter, always ensure they are clearly labelled for immediate and easy identification. This is pertinent to grasping the specific results showcased in said papers or chapters.  Not forgetting your unpublished data and analyses, they should also be ordered in a clear and understandable manner. The same rule applies here, ensure there are identifiable folders, corresponding to all papers, chapters, in preparation, in process, or published.  Finally, stay consistent in clearly labelling the definitive input, script, and output files that contributed to the results in every paper or chapter. 

The Research Data Archive at the MPI is a comprehensive repository of diverse research data collections. It is essential that all research data generated within the institute are deposited into the archive to ensure their long-term preservation. This is especially crucial for data used in publications, as it enables the verification of research findings. The archive also facilitates data discovery by others, allowing for sharing with or without access restrictions, depending on the specific needs of each dataset.

The Research Data Archive, alongside with a Deposit Manual, is available at https://archive.mpi.nl/mpi/

Workspaces are shared data areas for specific groups, departments, or projects. By default, these areas are accessible only to the members of a specific group. However, this can be changed as needed (via request to TG). Data at this location are backed up every night. Use this location to store your project data. You can request a workspace by sending an email to datasupport@mpi.nl. Please note that individual workspace folders are only accessible to individual researchers, but research/student assistants can reach specific project folders via the collaboration link (type in: \data\collaborations\ in the browser of Windows Explorer, and then go to the specific project/folder: ld-...). https://maxintra/TG/language-archive/archiving/data/data-types-and-data-locations