**INTRODUCTION**

**1.1 Changes with respect to the DoA**

There are no changes from the DoA.

#  1.2 Introduction to the Data Management Plan

This Data Management Plan outlines how research data will be handled during
the lifetime of the

TRANSrisk project, and after the project is completed. TRANSrisk participates
in the Horizon 2020 Open Research Data Pilot, and this plan has, therefore,
been prepared under the principal that open access will be provided to
research data, unless there are ethical or confidentiality issues that prevent
us doing so.

The Data Management Plan is a living document, and will be reviewed at least
twice over the lifetime of the TRANSrisk project. These reviews will reflect
the scientific outputs and supporting datasets created as the project
progresses. The planned reviews will/ have take place:

  * After the mid-point of the project (when significant amounts of data have been generated). This is the current document. 

  

  * At the end of the project (in preparation for permanent archiving of project results) 

  

General procedures for managing all data created during TRANSrisk are detailed
in section 2 of this plan. Specific datasets that we anticipate will be
created during TRANSrisk are detailed in section 3, alongside their associated
data management procedures.  
  
<table>  
<tr>  
<th>

**2**

</th>  
<th>

**GENERAL PROCEDURES FOR DATA MANAGEMENT**

</th> </tr> </table>

The following general procedures will apply to all data created as part of
TRANSrisk.

#  2.1 Internal Data Management

All project data (with some exceptions) will be stored and managed on a
project specific implementation of the Alfresco Community document management
system during the lifetime of the TRANSrisk project. This system has been
implemented and managed by the National Technical University of Athens (NTUA).
Exceptions are:

  * Modelling input files (see 3.3). These will be stored on the internal IT systems of each partner engaged in modelling activities. 

  

  * Stakeholder engagement documents (see 3.1). Partners are able to store non-confidential stakeholder engagement documents on a business intelligence system developed for the project (see 3.1.1). 

  

Although NTUA are managing the Alfresco system ownership of the data stored on
the system remains with the partner(s) who produced it. Ownership and use of
TRANSrisk results is detailed in the project’s Consortium Agreement.

The TRANSrisk Alfresco implementation will be maintained for two years after
the end of the project or until all partners agree to shut down the system
(whichever is shorter). At this point relevant data will have been submitted
to a repository, and all TRANSrisk data stored on Alfresco will be deleted
from NTUA’s systems.

#  2.2 General Standards and Metadata

Common guidelines for document management in TRANSrisk have been drawn up as
part of a TRANSrisk project manual, and are included as Appendix A of this
Data Management Plan. These guidelines include:

  * File types. 

  

  * File naming conventions. 

  

  * Version control. 

  

  * File and folder organisation guidelines (for the document management system). 

  

#  2.3 Data Backup

All TRANSrisk data will initially be stored in a project specific
implementation of the Alfresco Community document management system. The
Alfresco server used has full version control and a backup of previous
versions (full backups rather than differential), as well as retaining a
backup copy for every deleted or overwritten piece of content in its
repository. This allows instant recovery of documents either through the
Alfresco interface or the administration interface.

The TRANSrisk implementations of Alfresco and SpagoBI (see 3.1.1) are located
on servers owned and operated in the EPU-NTUA premises in Athens. Data
redundancy on a server-wide scale is achieved by the use of four SAS 600GB
hard disk drives on a RAID 10 configuration - this ensures that no data is
lost if one drive fails. Offsite backups of the server are taken on a weekly
basis.

More information about Alfresco can be found at the Alfresco website  1  .

#  2.4 Distribution, Archiving and Preservation

All TRANSrisk data will be made freely available, with some exceptions as
noted in section 3 of this Data Management Plan. Data will be released under a
Creative Commons ‘BY’ license, which allows free use of the released data
under the condition that data is attributed to the original author.

Data will initially be distributed through the TRANSrisk public website. The
website is managed by the National Technical University of Athens, who have
committed to maintaining the website for 2 years after the formal end of
project.

Data will be archived in the Zenodo data repository  2  .Due to the multi-
disciplinary nature of TRANSrisk’s work we have not identified any discipline
specific repositories to deposit data, however this will be kept under review
as the project progresses.

In addition to the above, the University of Sussex, as project coordinator,
has been in consultation with a number of other EU FP7 and Horizon2020
projects about setting up a common platform for posting project outputs  3  .
These discussions have led to the creation of the
_http://climatechangemitigation.eu/_ website by the CARISMA project, where
short articles on TRANSrisk outputs are regularly posted.  
  
<table>  
<tr>  
<th>

**3**

</th>  
<th>

**DESCRIPTIONS AND DATASETS**

</th>  
<th>

**PROCEDURES FOR**

</th>  
<th>

**TRANSRISK**

</th> </tr> </table>

We have identified three broad categories of dataset that will be produced
during TRANSrisk’s research and dissemination activities.

#  3.1 Stakeholder Engagement Outputs

##  3.1.1 Data set description

Stakeholder engagement data will underpin the TRANSrisk country case studies,
which in turn will inform scientific paper outputs.

This dataset consists of outputs from stakeholder workshops and individual
stakeholder interviews. The main data outputs will be:

  * Interviews / workshop audio recordings  4  . Audio files, MB file sizes. 

  

  * Interviews / workshop transcripts and minutes. Text files, KB files sizes. 

  

  * Interviews / workshop images (flipcharts, whiteboards, posters). Image files, MB file sizes. 

  

  * Online and telephone survey data (KB). Tabular data files, KB file sizes. 

  

  * Written summaries of stakeholder engagement. Text and image files, KB and MB files sizes. 

  

Guidance on the electronic file types to be used is provided in the TRANSrisk
project manual document ‘Guidelines for Document Management in TRANSrisk’,
which is included as Appendix A of this Data Management plan.

Partners also have the option of using an enhanced stakeholder database for
non-confidential stakeholder information. This has been created within the
open source SpagoBI Business Intelligence platform, implemented to accommodate
TRANSrisk's specific needs, as part of project tasks 2.3 and 6.1. The system
offers a wide variety of analytical tools, for reporting, multidimensional
analysis, charts, KPIs interactive cockpits, ad-hoc reporting, location
intelligence, free inquiry, data mining, network analysis, ETL, collaboration,
office automation, Masterdata management and external processes. Users can
access the Microsoft SQL Server database that holds project level data (e.g.
that generated in Deliverables D5.1 or D6.1), or perform their own ad-hoc
analyses on data they upload in various formats, e.g. Microsoft Excel files.

##  3.1.2 Standards and metadata

Common guidelines for standards and metadata in TRANSrisk are described in
section 2.2.

Metadata is ‘data about data’, or information that describes the content of a
document. Metadata will be created both automatically and through user input
as part of the system used for document management in TRANSrisk. Open access
data from this dataset will include associated metadata (authors, dates,
versions, tags, etc.), and a data catalogue will be created to aid
discoverability.

##  3.1.3 Data sharing

Use of the raw data produced by stakeholder engagement is described in the
TRANSrisk Ethics Requirements, document D1.2. This states that, _‘The data –
including interview recordings, notes, survey responses and comments from
stakeholder workshops – will be stored in accordance with UK data protection
requirements and we will ensure that no identifiable data will be stored
longer than required. After the completion of the research the data will be
destroyed’_ . This raw stakeholder data will be restricted access, available
only to relevant TRANSrisk researchers. Anonymising this data is possible, but
this is unfeasible due to the volume of data that is likely to be produced.

Data stored on the enhanced stakeholder database described in 3.1.1 will also
be destroyed after completion of the research.

Processed or compiled data (which does not name individuals) from stakeholder
engagement will, however, be made publicly available. This will take place
using the processes described in section 2.4.

Note that the relevant EU legislation, the Data Protection Directive (1995),
was implemented into UK law by Data Protection Act 1998 (DPA). UK legislation
is therefore in line with data protection law across all EU member states. The
UK’s decision to leave the EU will not have any impact on this area of
legislation before TRANSrisk’s research work concludes.

##  3.1.4 Archiving and preservation

Common guidelines for archiving and preservation in TRANSrisk are described in
section 2.4.

It is anticipated that the volume of stakeholder engagement output data
archived will be less than 1GB, and consist mainly of PDF and .docx documents.

#  3.2 Modelling Inputs and Outputs

##  3.2.1 Data set description

TRANSrisk will use a suite of energy system models, soft coupled to
macroeconomic models. The data relating to these models falls into two broad
categories:

  * Model inputs. Historical economic, social, demographic and environmental data used to baseline and calibrate the models. Tabular data and databases, GB files sizes. 

  

  * Model outputs. Documents describing the results of the modelling. Tabular data, text and image files, MB file sizes. 

  

Note that the models themselves could also be considered research data. Some
of the models used are open source and are free to download and use, whilst
others are proprietary models that are commercially confidential. Standards
and metadata

Model inputs – model inputs are drawn from a wide variety of sources, for
example Eurostat, OECD, National Statistics Offices, EU databases and IMF
databases. Short summaries of the model and a data dictionary will be created
for each model used in TRANSrisk, which will be made publicly available. See
Table 1 for a list of the datasets used in the models

**Table 1: List of databases used in models for TRANSrisk**

Model outputs – model outputs will follow the common document management
standards for TRANSrisk, as described in section 2.2 of this Data Management
Plan.

Where the models themselves are open source, the metadata will also include
links to the model’s download and documentation web pages.

##  3.2.2 Data sharing

Model inputs – model input files will not be publicly shared by TRANSrisk,
however a data dictionary will be created for each model to detail what data
inputs each model uses, including links to the dataset where these are in the
public domain. The reason for not (directly) sharing these files is that, in
most cases, they are not outputs of the project (they are created by other
bodies) and also that the file sizes can be very large (GBs).

Model outputs – model outputs will be made available initially through the
TRANSrisk internal document management system, and later on the TRANSrisk
public website via the “TRANSrisk Models” webpage  5  .

##  3.2.3 Archiving and preservation

Model outputs will follow the common standards for archiving TRANSrisk data,
as described in section 2.4 of this Data Management Plan.

It is anticipated that the volume of data archived will be between 1 and 5GB,
and consist mainly of PDF, .docx and tabular data documents.

#  3.3 Project Output Papers

##  3.3.1 Data set description

Output papers will be the main outputs of TRANSrisk’s scientific and
communications work. They include (but are not limited to):

  * Project deliverables. 

  

  * Scientific publications. 

  

  * Conference and workshop presentations. 

  

  * Working papers. 

  

  * Commentaries. 

  

  * Policy Briefs. 

  

  * Online Articles. 

  

  * Press Releases. 

  

  * Newsletters. 

  

  * Leaflets/ Flyers. 

  

  * Posters. 

  

  * Videos. 

  

  * Info-graphics. 

  

##  3.3.2 Standards and metadata

Output papers will follow the common document management standards for
TRANSrisk, as described in section 2.2 of this Data Management Plan.

Scientific publications deposited in a repository(s) will include
bibliographic metadata, which will follow the format provided by Horizon 2020
guidance, namely:

  * The terms "European Union (EU)" and "Horizon 2020”. 

  

  * The name of the action, acronym and grant number. 

  

  * The publication date, and length of embargo period if applicable. 

  

  * The authors. 

  

  * A persistent identifier. 

  

##  3.3.3 Data sharing

Project output papers will be made available initially through the TRANSrisk
internal document management system, and later on the TRANSrisk public website
(see section 2.4). Planned arrangements include:

  * Project deliverables with public access will be available via the “TRANSrisk results”  6  webpage, which is included in the “Virtual Library” section of the website. 

  

  * Conference and workshop presentations will be uploaded to the “Events” section of the website  7  . 

  

  * Dissemination material (newsletters, press releases, leaflets/ flyers, videos etc.) distributed or presented in internal and external events will be also be made available via the same webpage. 

  

Scientific publications that are derived from the project will be offered to
either open access journals or peer-review journals which offer open access
with delay. They will also be placed in a repository at the same time as
publication (see section 2.4) with open access either offered immediately (if
copyright allows) or after an embargo period of no longer than 6 months. Where
copyright allows they will also be made available through the TRANSrisk public
website.

##  3.3.4 Archiving and preservation

Project output papers will follow the common standards for archiving TRANSrisk
data, as described in section 1.4 of this Data Management Plan. Where
copyright allows, this will include scientific publications.

It is anticipated that the volume of data archived will be between 1 and 5GB,
and consist mainly of PDF, .docx, and tabular data documents.

**Appendix A**

#  TRANSITIONS PATHWAYS AND RISK ANALYSIS FOR CLIMATE

**CHANGE MITIGATION AND ADAPTATION STRATEGIES**

**Project Manual: Section 4**

**Guidelines for Document Management in TRANSrisk**  
  
<table>  
<tr>  
<th>

**1**

</th>  
<th>

**Introduction**

</th> </tr> </table>

##  1.1 Purpose of This Document

This document provides guidance to TRANSrisk partners on how project documents
should be produced, named, organised and managed. It assumes readers are
familiar with the Alfresco Enterprise Content Management System used for
TRANSrisk – if you are not familiar with this, please read section 5 of the
project manual (Alfresco User Guide) first.

This document forms part of the TRANSrisk project manual.

**1.2 Why is Document Management Important?**

TRANSrisk will produce a large number of documents, for example deliverables,
scientific papers, working documents, meeting notes, etc. Many of these
documents will be worked on by a number of different project partners. It is
therefore essential that all partners are able to find, identify and access
the documents they need, and can collaborate with partners on document
development in a structured way.

TRANSrisk has a commitment to open data as part of the grant agreement, which
includes a long term commitment to data availability. Researchers from outside
of the TRANSrisk partnership may therefore be accessing and using our
documents for a number of years to come. This again means that documents need
to be well organised, identifiable and accessible.

**2 SUMMARY OF DOCUMENT MANAGEMENT IN TRANSRISK**

When you begin to work on a document please follow the document management
process outlined in figure 1:

**Figure 1 – The TRANSrisk Document Management Process**

Create

•

Use the templates provided in order to create a new document, if appropriate
(3.1).

•

Consider whether you need to implement version control (3.2).

•

Add and format metadata, if necessary (3.3).

Save

•

Save your document using a common file type (4.1).

•

Name your document using the TRANSrisk naming structure (4.2).

Upload

•

Check if an older version of your document already exists on Alfresco. If it
does,

overwrite it (5.1).

•

Consider where (in what folder) your document needs to be saved in Alfresco.
If

necessary, create a new sub

\-

folder for it (5.2).

•

Correct the name, and add a description, author and appropriate tags to your

document on Alfresco (5.3).

Edit

•

Lock documents on Alfresco whilst you are editing them (6.1).

•

Do not leave files locked for longer than you need to edit them. If you have
to stop

editing upload a draft version and unlock the file for others to use (6.1).  
  
<table>  
<tr>  
<th>

**3**

</th>  
<th>

</th>  
<th>

**CREATE**

</th> </tr> </table>

##  3.1 Templates

A number of templates have been created for TRANSrisk documents, e.g.
templates for deliverables, presentations, etc. Please use these templates, as
they ensure TRANSrisk documents share a common visual identity. They templates
are available on Alfresco (  _link_ )  .

##  3.2 Version Control

Important documents should use version control. This allows development of the
document to be tracked and the current status of a document to be easily
identified. A document should use version control if:

  * It is a deliverable, or other key output of a work package. 

  

  * If it is a key document for any part of TRANSrisk, for example project guidance. 

  

  * It there will be significant collaboration on the final document, i.e. there will be several different versions before the final document is produced. 

  

If a document is short, produced by a single author and/or unlikely to be
revised then it does not need to use version control.

If you use version control, please do the following:

  * Include the version number in the document file name (see section 4.2) and/or;  Include a version control table in your document (see figure 2 below): 

  

o For text document place the table on the first page. o For Excel
spreadsheets place the table in a separate tab named ‘About’.

For simple and/or short documents you may simply use version control in the
file name, whilst longer documents should use a version control table.

The version number should follow the following format:

  * _Draft_ versions of the document should be numbered 0.1, 0.2, 0.3, etc. 

  

  * The _final_ version of the document should be numbered 1.0. 

  

  * _Minor revisions_ of the document should be numbered 1.1, 1.2, 1.3, etc. 

  

  * _Major revisions_ of the document should be numbered 2.0, 3.0, etc. 

  

**Figure 2 – An Example of a Version Control Table**  
  
<table>  
<tr>  
<th>

**Version**

**Number**

</th>  
<th>

**Author(s)**

</th>  
<th>

**Purpose/ Change**

</th>  
<th>

**Date**

</th> </tr>  
<tr>  
<td>

0.1

</td>  
<td>

Ed Dearnley

</td>  
<td>

Initial document produced

</td>  
<td>

09/12/15

</td> </tr>  
<tr>  
<td>

0.2

</td>  
<td>

Jenny Lieu

</td>  
<td>

Updated/ corrected content

</td>  
<td>

12/12/15

</td> </tr>  
<tr>  
<td>

0.3

</td>  
<td>

Ed Dearnley

</td>  
<td>

Final draft for consultation

</td>  
<td>

15/12/15

</td> </tr>  
<tr>  
<td>

1.0

</td>  
<td>

Ed Dearnley

</td>  
<td>

Final approved version

</td>  
<td>

06/01/16

</td> </tr>  
<tr>  
<td>

1.1

</td>  
<td>

Jenny Lieu

</td>  
<td>

Revised to reflect new project roles

</td>  
<td>

25/03/16

</td> </tr> </table>

##  3.3 Metadata

Metadata is ‘data about data’, or information that describes the content of a
document. Under the TRANSrisk grant agreement we have a commitment to open
data, and all but the most basic documents should be created with an
assumption that a researcher from outside of TRANSrisk may need to quickly
understand the content and context of a document.

Text documents created using TRANSrisk templates are unlikely to need any
additional metadata, and any (other) text documents that have an executive
summary and use version control are also likely to have sufficient metadata.
Some other document types may, however, need additional metadata. Examples
include:

  * Tabular data (spreadsheet) files should have an additional ‘notes’ or readme’ tab containing a brief description of the file contents, plus any version control information. 

  

  * Audio, video and image files should be accompanied with a ‘readme’ text file the briefly explains the context of the files (for example when, why and by whom the files were created). 

  

Some scientific disciplines have their own recommended standards for metadata.
Guidance for how these standards apply for TRANSrisk is being sought, and this
guide will be updated as necessary.  
  
<table>  
<tr>  
<th>

**4**

</th>  
<th>

</th>  
<th>

**SAVE**

</th> </tr> </table>

##  4.1 File Types

Files used in TRANSrisk documents should be commonly used or open file types.
If the file uses compression (e.g. audio or visual files) this should ideally
be lossless compression. Examples are:

  * Text documents – Microsoft Word (.doc or .docx), Rich Text Format (.rtf) or PDF (.pdf). 

  

  * Tabular data – Microsoft Excel (.xls or .xlsx) or Comma Separated Values (.csv). 

  

  * Images – TIFF (.tif) or PNG(.png)  8  with losseless compression. 

  

  * Audio - Free Lossless Audio Codec (FLAC) (.flac) or WAV (.wav)  9  . 

  

  * Video - MPEG-4 (.mp4). 

  

Using these file types helps to ensure that both current and future users of
the data will be able to access documents produced by TRANSrisk. Some other
file types may only be accessible using specialist software that may not be
available in years to come. A full list of acceptable file types can be seen
on the UK Data Achieve website (  _link_ )  .

##  4.2 File Names

It is important that documents are clearly named so partners can easily
identify what the document is, what version it is and when it was produced. To
do so please use the following structure for naming documents:

  * ( _Deliverables only_ ) Deliverable number. If a document is a deliverable please start with the number of the deliverable, e.g. ‘D.1.2.’. 

  

  * Title of the document. Please use a concise, descriptive name and replace spaces with underscores. 

  

  * Status of the document. This can be: 

  

o (DRAFT) The document is still being worked upon. o (FINAL) This is the final
version of the document. o (SUBMITTED) For _deliverables only_ , this is the
submitted version of the document.

8

JPEG (.jpeg or .jpg) can be used if the file was created in this format, e.g.
outputted from a digital camera. 9

MP3 can be used if the file was created in this format, e.g. outputted from a
Dictaphone.

  * ( _Documents using version control only_ ) Version number. 

  

  * Date the document was produced. Please add the date in ‘Day Month Year’ format, e.g. 

  

301215\.

Examples of documents named using this structure could be:

  * ‘D.1.2.Ethics_Requirements(SUBMITTED)_v1.0_251115’. 

  

  * ‘TRANSrisk_Management_Board_Meeting_Notes(FINAL)070215’. 

  

Note that you can change the name of a file once it’s been uploaded to
Alfresco by clicking on ‘Edit Properties’. Editing the name does not break
links to the document that you (or anyone else) might have sent out.

Also note that Alfresco adds its own version numbers to documents updated on
the site, i.e. initially documents will be listed as version ‘1.0’ and updated
to ‘1.1’ or ‘2.0’ when a new version is uploaded. However, it is still
important to add dates and (if necessary) version numbers, as documents need
to be identifiable outside of the Alfresco system.  
  
<table>  
<tr>  
<th>

**5**

</th>  
<th>

</th>  
<th>

**UPLOAD**

</th> </tr> </table>

##  5.1 Checking Whether a File Already Exists on Alfresco

Before you upload a document please check to make sure a previous version of
the document is not already in the Document Library. If it is, overwrite the
previous version - please do not upload multiple versions of the same document
with different names. Alfresco keeps old versions of documents when a new
version is uploaded, so it is possible to access the older versions even if
they are overwritten.

##  5.2 Choosing a Folder

Documents need to be logically arranged within the Document Library. Please
familiarise yourself with the sub-folder structure within your work package
folder and:

  * If an existing folder is suitable for your file please use it. 

  

  * If a new folder is needed please create it, giving it a concise, descriptive name. 

  

Please do not add additional folders to the top level (work package folders)
and second level (deliverables folders) of the Document Library without
seeking agreement of the Project Manager (top level) or Work Package Leader
(second level).

##  5.3 Adding a Description, Author and Tags

Once your file has been uploaded to Alfresco please click on ‘edit properties’
and:

If replacing an existing file:

  * Correct the file name. Alfresco keeps the original name of the file you have replaced, so please correct this to show the file has been updated. 

  

If uploading a new file:

  * Write a concise description of the document’s contents. 

  

  * Ensure you are listed as the author. 

  

  * Add tags appropriate to the content of the document. 

  

Tags are words or phrases that describe the content of the document. Tags
serve two functions in Alfresco: firstly they aid the search function (e.g. if
a document is tagged ‘deliverable’ it will come up when someone searches for
‘deliverable’) and secondly they are displayed alongside a document therefore
providing a quick overview of content.

Clicking on the tags button brings up a list of tags that have been used in
previous documents. You can also add your own (please look at the list of
existing tags before adding your own tags). When adding tags please use the
following guidelines:

  * Does the document relates to a particular work package or deliverable please tag it as such (for example, ‘d.1.1’, ‘wp2’)? 

  

  * Does the document relate to any TRANSrisk working groups (for example, does it involve ‘work package leaders’, the ‘management board’, the ‘European commission’, etc)? 

  

  * What kind of document is it (for example, is it a ‘briefing’, a ‘deliverable’, a ‘presentation’, ‘working paper’, etc)? 

  

  * What kind of activity does the document relate to (for example, a ‘workshop’, ‘teleco’, ‘stakeholder’ event, ‘model’, etc)? 

  

  * Finally, what kind of product does the document cover (for example, is it a ‘case study’, the ‘ethics requirements’ or the project ‘manual’)? 

  

A list of tags on Alfresco at the time of writing is shown in figure 3,
however please feel free to add your own tags if there are no suitable tags
already. When adding your own tags please keep them short (no long phrases)
and make sure they are spelt correctly. **Figure 3 – Tags on Alfresco,
February 2016**  
  
<table>  
<tr>  
<th>

**Work package**

</th>  
<th>

**Deliverable**

</th>  
<th>

**TRANSrisk Group**

</th>  
<th>

**Document Type**

</th>  
<th>

**Activity Type**

</th>  
<th>

**Product Type**

</th> </tr>  
<tr>  
<td>

WP1

</td>  
<td>

D1.1

</td>  
<td>

consortium

</td>  
<td>

briefing

</td>  
<td>

call

</td>  
<td>

case study

</td> </tr>  
<tr>  
<td>

WP2

</td>  
<td>

D1.2

</td>  
<td>

european commission

</td>  
<td>

data

</td>  
<td>

meeting

</td>  
<td>

document management

</td> </tr>  
<tr>  
<td>

WP3

</td>  
<td>

D2.1

</td>  
<td>

management board

</td>  
<td>

deliverable

</td>  
<td>

milestone

</td>  
<td>

ethics requirements

</td> </tr>  
<tr>  
<td>

WP4

</td>  
<td>

D2.2

</td>  
<td>

partnership

</td>  
<td>

email

</td>  
<td>

qualitative

</td>  
<td>

grant agreement

</td> </tr>  
<tr>  
<td>

WP5

</td>  
<td>

D2.3

</td>  
<td>

scientific advisory board

</td>  
<td>

guidance

</td>  
<td>

quantitative

</td>  
<td>

manual

</td> </tr>  
<tr>  
<td>

WP6

</td>  
<td>

D2.4

</td>  
<td>

work package leaders

</td>  
<td>

journal

</td>  
<td>

stakeholder

</td>  
<td>

model

</td> </tr>  
<tr>  
<td>

WP7

</td>  
<td>

D2.5

</td>  
<td>

</td>  
<td>

mailing list

</td>  
<td>

telco

</td>  
<td>

subcontract

</td> </tr>  
<tr>  
<td>

WP8

</td>  
<td>

D3.1

</td>  
<td>

</td>  
<td>

newsletter

</td>  
<td>

workshop

</td>  
<td>

</td> </tr>  
<tr>  
<td>

</td>  
<td>

D3.2

</td>  
<td>

</td>  
<td>

note

</td>  
<td>

</td>  
<td>

</td> </tr>  
<tr>  
<td>

</td>  
<td>

D3.3

</td>  
<td>

</td>  
<td>

presentation

</td>  
<td>

</td>  
<td>

</td> </tr>  
<tr>  
<td>

</td>  
<td>

D4.1

</td>  
<td>

</td>  
<td>

template

</td>  
<td>

</td>  
<td>

</td> </tr>  
<tr>  
<td>

</td>  
<td>

,etc.

</td>  
<td>

</td>  
<td>

working paper

</td>  
<td>

</td>  
<td>

</td> </tr> </table>

**Figure 4 – Adding a Description, Author and Tags to an Alfresco Document**  
  
<table>  
<tr>  
<th>

**6**

</th>  
<th>

</th>  
<th>

**EDIT**

</th> </tr> </table>

##  6.1 Locking and Unlocking a Document

If two or more people are working on a document at the same time there is a
risk that changes made by one person can be overwritten by another person. For
this reason Alfresco has the ability to lock a document whilst you are working
on it. Please always use the locking function if you intend to edit a document
on Alfresco.

To lock a document, open it on Alfresco and click ‘edit offline’ (see figure
5). The document will be downloaded to your computer and other Alfresco users
accessing the document will see that it has been locked by you. Once you’ve
finished your edits upload the new version of the document.

**Figure 5**

**–**

**Locking a Document Using ‘Edi**

**t Offline’**

Please do not leave documents locked for longer than absolutely necessary. If
you have not finished your edits by the time you leave at the end of the
working day, leave for a meeting, etc please upload a temporary ‘work in
progress’ document to Alfresco.

If you change your mind and do not need to make any edits to the document,
return to the document on Alfresco and click ‘cancel editing’.  
  
<table>  
<tr>  
<th>

**7**

</th>  
<th>

**ASSISTANCE**

</th> </tr> </table>

If you need assistance with this guidance please contact Ed Dearnley
(TRANSrisk Project Manager) on:

  * Email - e.dearnley@sussex.ac.uk 

  

  * Phone – (+44) 1273 877983 

  

  * Skype - ed.dearnley.work