Skip to end of metadata
Go to start of metadata

Understand GDPR aspects

If you are going to invite people to a collaboration, and connect services to the collaboration, personal data will be processed by the collaboration and be passed by the collaboration to any connected service. The organisation the collaboration resides under in SRAM is responsible for the collaboration. Please make sure you, and the person that is going to be administrator for the collaboration in SRAM, understand their GDPR responsibility. If in doubt, please check with your SRAM Organisational administrator or privacy officer etc. Taking care of GDPR aspects is not specific to using SRAM: if you would be setting up a research collaboration without using SRAM, you would just the same be processing personal data by inviting members, creating accounts in research services for members of the collaboration etc. The SRAM Privacy Policy explains the role of the collaboration and institution in processing information.

Helpful tools for collaborations

Are you looking for an example acceptable use policy, privacy policy etc for the research collaboration? Apart from any templates your organisation might provide, you might also want to check the EU AARC Policy Development Kit.

To create a new collaboration, click the "New collaboration" button under the tab "Collaborations"

You will be shown the form shown to the right. Many fields have a small i icon: hovering over it, will pop up what the field is for.

The form asks you to fill out the settings for the new collaboration:

  1. Name of Collaboration
    Try using a descriptive name, so anyone being invited immediately understands what they are invited to, and to what research this is related.
  2. Collaboration logo
    On the right side of the form, you are asked to add an image for the collaboration. A good image really helps in using SRAM. Don't have a logo (yet)? Maybe use the logo of the organisation, or a service like FreeLogo Design to create a simple temporary one
  3. Short name of collaboration
    Enter a short name or abbreviation of the collaboration. This short name is used in the platform identifier in case you will connect services using the LDAP protocol.
  4. Platform identifier: automatically generated immutable identifier, created from the short name of the organisation and the short name defined above.
  5. Description of collaboration
    Enter a clear description of what this collaboration is about.
  6. Website URL
    If the research collaboration has its own website with more information about the collaboration, you can enter the URL here.
  7. AUP - Acceptable Use Policy
    If the research collaboration has an AUP published on a URL, you can enter the URL here, and we'll show that URL when members are about to become member of your collaboration.
  8. Disable join requests for this collaboration
    Admins can invite members to a collaboration by email. But upon creating a collaboration, you can also have a URL that you can publish, for instance on an Intranet or wiki or website to allow people to request membership, so without an invite. By ticking this box, that 'self-invite' URL will be inactive, so no-one will be able to bother the admins with self invites.
  9. Disclose member information
    When checked, the names of members are disclosed to other members
  10. Disclose email information
    When checked, the e-mail addresses of members are disclosed to other members
  11. Organisation of the Collaboration: immutable, showing what organisation is going to be responsible for this collaboration. This is important for GDPR aspects.
  12. Invitees
    Enter the email addresses of users that you want to grant admin rights. To find out what a admin is and can do, take a look at collaboration admins.
  13. Do you want to be an administrator of this collaboration?
    Ticking this allows you to easily select whether you yourself want to be an admin for this new collaboration.
  14. Message
    Enter a text that will be displayed in the e-mail invitation we will send to the people you want to invite as admin.

  • No labels