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 and processing of personal data.
Archiving responsibility	Service 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	Electronic PDF/A since 1st August 2021. Hard copy structured agreement template during 1999-2021 July.
Location	2024 onwards university records management system. 2021-2023 University network drive S administration/agreements. Hard copy agreements 1999-2020: 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. The Archive maintains a Privacy Policy where the processing of personal data is described.

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	Service 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 in digital format
Location	Aila Data Service
Protection category	3 (other document)
Degree of publicity	Not public
Overall storage time	To be disposed of when the metadata have been produced.
Further information

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	Service Manager
Archiving order	By ID number
Archiving instructions	The Archive's internal manual
Information preservation	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	Digital files: During the processing on the university's server in a basic directory named by data ID number. Paper copies of the oldest material in the university archive (maps marked with an A, interleafs marked with a dataset ID number).
Protection category	3 (other document)
Degree of publicity	Confidential
Overall storage time	Stored until the depositor approves the edits, removals and annotations made by FSD on the data.
Further information	Original data are never disseminated to data users. Depositors are requested to erase their version of the data as soon as FSD has produced an anonymous version of the data suitable for reuse and long-term preservation.

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 include, for example, a variable list, coding instructions, questionnaires, interview questions, observation instructions, or consent form or other information text given to the research participants on future use of the data.
Archiving responsibility	Service 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 TIIPII database server. Paper copies of the oldest material in the university archive (maps marked with an A, interleafs marked with a dataset ID number).
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

Table 5. AR-series

Name of the document	Archival information package data (AIP)
Activity	Data processing
ID-number	ardaFnnnn
Description	A processed version of the original data, produced for storage; includes variables or information which the depositor still wants to reserve for their primary use for a definite period.
Archiving responsibility	Service 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 or csv 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	TIIPII database server
Protection category	2 (protected document)
Degree of publicity	Varies. Archival information package data are available to users only through a separate access application process, until the primary use period reserved by the depositor has ended.
Overall storage time	Unitill all variables/information can be added to the dissemination dataset
Further information	An AIP is generated only if there is a good reason why the Dissemination Information Package (DIP) cannot contain all variables or information (embargo set by the depositor). In the majority of cases, an AIP separate from the DIP is not generated.

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	Service 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, csv 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 on TIIPII database server. Paper copies of the oldest material in the university archive (maps marked with an A, interleafs marked with a dataset ID number).
Protection category	2 (protected document)
Degree of publicity	Varies. Data are available for users in accordance with 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

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 Data Documentation Initiative (DDI) 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	Service 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	On TIIPII database server
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	Archivable versions permanently
Further information	Metadata are 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 creation of the research data.
Activity	Data processing
ID-number	arquFnnnn = 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 = stimulative material riFnnn = research invitation bgFnnn = background information crFnnn = collection request transnotes.txt = notes regarding data translation readme.txt = remarks concerning data use
Description	Material that describes and contextualises the creation 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	Service 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 TIIPII database server. Paper copies of the oldest material in the university archive (maps marked with an A, interleafs marked with a dataset ID number).
Protection category	2 (protected document)
Degree of publicity	Varies. Some of the materials that describe the research data and their collection are published on the FSD website in conjunction with the DIP metadata. Some are available only for registered Aila users, in accordance with 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	The Archive does not generally modify or change the contents of the material, but personal information is removed where necessary.

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)
Description	Files with itemised records of changes made to the original data.
Archiving responsibility	Service 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	On TIIPII database server
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	Service 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	In 2012, the retention period was set at 20 years. In 2023, the retention period is set at five years.
Further information	The document series ended with the launch of the online Aila Data Service in April 2014. The old paper based Access Applications are destroied.

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	Service 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	In 2012, the retention period was set at 20 years. In 2023, the retention period is set at five 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. The old paper based Terms and Conditions use agreements are destroied.

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 provide statistical information to depositors on the user organisations of their data and the purpose of use, if depositors so require in the Deposit Agreement. With regard to data that require the depositor’s permission for use, the depositor is provided the contact details of the applicant necessary for the permission process.
Overall storage time	All download data, including the personal information of the downloaders, is kept for five years after the download. After that personal data are excluded and other information about downloads are kept permanently for statistical purposes.
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 the personal information necessary to investigate the breach (the user's first name and surname, home organisation, username, email address, telephone number, dataset(s) downloaded, download time, and purpose of use supplied by the user).

Table 13. Auxiliary files

Name of the document	Auxiliary files
Activity	Production of presentation versions of the metadata and the data
ID-number	No number
Description	Producing material description in an easily manageable and comprehensible HTML file. Producing an additional version of qualitative material in an HTML file to facilitate browsing and file selection for further use. .
Archiving responsibility	Service Manager
Archiving order	By ID number
Processing instructions	The Archive's internal manual
Information preservation	Information of the filesis recorded in the Tiipii database.
Media	Electronic. Text and program files: e.g. HTML, XHTML, JS, CSS, PNG, GIF
Location	On TIIPII database server
Protection category	3 (other document)
Degree of publicity	Persons who have been granted an access for the data will receive the auxiliary files in the data dissemination package
Overall storage time	Not specified
Further information	Auxiliary files can be exchanged if IT development so requires. Auxiliary files can also be abandoned if the contents of the release package are changed.