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.
Create a new collaboration with the "Add collaboration" button under the tab "Collaborations", or from the menu in the upper right corner.
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.
- Name
Try using a descriptive name, so anyone being invited immediately understands what they are invited to, and to what research this is related. - 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 - Short name
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. - Platform identifier: automatically generated immutable identifier, created from the short name of the organisation and the short name defined above.
- Collaboration purpose
Enter a clear description of what this collaboration is about. - Website URL
If the research collaboration has its own website with more information about the collaboration, you can enter the URL here. - Expiration date
Date on which the collaboration will be suspended and stops providing access to services. - Allow join requests
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. - Disclose member information
When checked, the names of members are disclosed to other members - Disclose email information
When checked, the e-mail addresses of members are disclosed to other members - Responsible organisation
Immutable, showing what organisation is going to be responsible for this collaboration. This is important for GDPR aspects. - 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. - 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. - 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.