Storage space request

You can apply for storage space for a (sub)project (which exceeds the default storage quota or is to be used in S3 or WORM resources) via the Coscine-JARDS platform. This application process is necessary to ensure that the DataStorage.nrw storage platform is used appropriately and in accordance with the FAIR principles.

JARDS (Joint Application, Review, and Dispatch Service) is a software system designed and used for the allocation of computing time or storage and data processing resources. Since July 2023, Coscine has been using its own JARDS instance (Coscine-JARDS) for the allocation of storage resources on DataStorage.nrw.

In Coscine-JARDS, you can submit various types of applications. The table summarises their characteristics and provides links to further information.

	Initial application	Follow-up application	25% extension	Major Revision
Description	Initial application for storage space for the respective project	Request for additional storage space	Application for additional storage space	Revision of an initial application or follow-up application after a negative assessment
Requirements	Affiliation with an organisation entitled to use storage space	Initial application has been approved	At least 75% of the storage space allocated to the respective project has been used	Received a request for a major revision from the Coordination Team for Coscine-JARDS storage space applications
Procedure in Coscine-JARDS	Create a new storage space request	Copy an approved storage space request	Request an extension to an approved storage space request	Copy a rejected storage space request
Process	Review process	Review process	Direct allocation by the Coordination Team for Coscine-JARDS storage space applications	Review process
Time until response	Up to 5 weeks	Up to 5 weeks	A few days (maximum 2 weeks)	Up to 5 weeks
Further information	Create a storage space request	Storage space expansion	Storage space expansion	Major Revision

Storage space application: The process

Two technical reviewsare carried out for each storage space request. If the requested storage space exceeds 125 TB, an additional scientific review is required. In this case, we recommend consulting the RDM team at your organisation!

Figure 1 illustrates the process. Detailed descriptions of the individual steps can be found in the text below.

Figure 1 – Workflow for storage space applications

Technical Reviews

Once you have completed all the necessary preparations, you can submit a storage space request via the Coscine-JARDS platform. You can find a step-by-step instructions here.

The process involves the storage space request being assessed in a technical review by a Storage Reviewer from your home organisation and a reviewer from another participating university. The Storage Reviewer from your home organisation will contact you if they have any queries. Please note that the reviews and the allocation of storage space may take up to four weeks.

If the review of the storage space application is successful, the Coordination Team for Coscine-JARDS Storage Space Applications will allocate the requested quota to your project. You will receive a confirmation email as soon as the storage space is available for use.

If the assessment of your storage space application is negative, you will have two opportunities to submit a major revision (by copying and editing the application). If your application receives a negative assessment for a third time, it will be ultimately rejected.

Scientific review

For storage space applications exceeding 125 TB, a scientific review is required. The focus is on the discipline-specific handling of research data and on whether the requested storage capacity is sufficiently justified. The RDM team at your organisation will be involved in the process at an early stage, so it is best to contact them before submitting your application. In consultation with you, they will propose a person to the Coordination Team for Coscine-JARDS Storage Space Applications for the scientific review. This person must meet the following criteria:

• At least a doctoral degree
• Experience in the field in which the project is being carried out
• No direct collaboration with the project team

Once the technical reviews have been carried out, the Coordination Team for Coscine-JARDS Storage Space Applications will send an invitation to the proposed reviewer to undertake the scientific review, asking for a response within two weeks. Once the invitation has been accepted, the reviewer has one month to complete the review. If they are unable to do so, they may propose a suitable alternative reviewer. In total, the process can therefore take up to two months. Once the scientific review has been carried out, you will be informed of the outcome of the assessment. You will receive the completed assessment by email. It will also be attached to your Coscine-JARDS application.

If the review of the storage space application is successful, the Coordination Team for Coscine-JARDS Storage Space Applications will allocate the requested quota to your project.

If the assessment of your storage space application is negative, you will have two opportunities to submit a major revision (by copying and editing the application). If your application receives a negative assessment for a third time, it will be ultimately rejected.

Major Revision

A major revision involves revising and resubmitting an application (initial or follow-up application) that has been assessed negatively by the technical reviewers. Following their assessment, they will provide you with specific feedback on any issues that are unclear and potential improvements. You are permitted to submit a major revision twice. If available, the coordination team for Coscine-JARDS storage space applications will assign the same reviewers to assess each major revision. If the third round of the review process also results in a negative outcome, your application will be ultimately rejected.

How to submit a major revision:

1. Go to the Coscine-JARDS platform, click on Applications and select the resource type to which the storage space you wish to expand belongs (Web, S3 or WORM).
2. Please log in, preferably via the login (SSO) or, alternatively, via the email callback.
3. Under Submitted Applications, navigate to the storage space application that has already been approved.
4. Click on Copy. This will copy the information from the approved funding application into a new one. Revise the information based on the reviewers’ feedback. On page 4, under Project Information, select the option indicating that this is the first application for the project in question. The option no refers to follow-up applications.”
5. In the final step, click Submit to submit the storage space request.
6. Your storage space application will be assessed as part of the review process. You will be notified by email of the decision, whether your application has been approved, whether a second major revision is required, or whether it has been ultimately rejected.

Guidance on storage space requests

The Coscine Selection Policy explains the questions and terms contained in a storage space application, as well as the criteria for approval.

Figure 2 also shows the questions that Storage Reviewers use to assess storage requests during the technical review.

Figure 2 – Questionnaire for a technical review

Figure 3 shows the questions that scientific reviewers use to assess storage space applications during the scientific review.

Figure 3 – Questionnaire for a scientific review