Agreements

Cirro allows certain users to set governance policy and training requirements for a project to prevent users from accessing data if they are not in compliance with institutional policies.

Governance agreements are files that project users must read and agree to before using a project. If an agreement is added after a project has been created, it will immediately block access to all users of that project until they complete the agreement. Examples include non-disclosure agreements and data retention agreements for shared resource data delivery.

Project administrators can set agreements for their own project, and organization administrators can assign agreements to any projects by assigning them through their data classifications.

Note: This page is available if your organization have governance features enabled.

Adding an Agreement

To add a new governance agreement, navigate to the Agreements page and click the "Create Agreement" button at the top of the page.

• Agreement Name: The agreements's title within Cirro.
• Agreement Description: A description of what the agreement covers.
• Enactment Date: The date on which you want to start to apply this agreement to projects.
• Authorship: Select whether the organization admins will be responsible for uploading the agreement file for all projects, or if project admins will need to supply their own file to configure this agreement. This option is only available for organization administrators setting global requirements.
• Acceptance: Select whether users will need to complete this agreement for each of their projects, or if they can complete the agreement once and have it apply to all projects. This option is only available for organization administrators setting global requirements.
• Points of Contact: The governance contacts that will be displayed to users to contact if they have questions about this requirement.
• Expiration: Select from the allowed methods for setting an expiration date for the user's fulfillment of the agreement:
  • None: The fulfillment will never expire and the agreement will continue to apply to the project unless it is deleted.
  • Absolute: The fulfillment will expire on a set date, and you will be asked to provide that date. After that date, the agreement will on longer apply to the project.
  • Relative to Completion: The fulfillment will expire a set number of days after a user completes the agreement, and you will be asked to provide the number of days. Once the number of days elapses, users will need to re-complete the agreement.
  • Relative to Enactment: The fulfillment will expire a set number of days after the enactment date set above, and you will be asked to provide the number of days. Once the number of days elapses, users will need to re-complete the agreement.
• Upload Agreement: Click to select a file to upload for the agreement.
• Supplementals: Use the "Add File" and "Add Link" buttons to supply names, descriptions, and files/links for project admins to use to create an agreement to upload to complete this requirement. This option is only availble for orgnization administrators who have selected project administrator authorship for their agreement.

Editing or Deleting an Agreement

Agreements are organized in a table and by default are sorted by their name. You can change the sorting and add/remove columns using the three dots in the table header , and also filter the agreements using the sidebar on the right side of the page.

Agreements can expire if they were defined to have an absolute expiration date. If that absolute date has passed, the agreement is considered expired and will no longer appear in projects (though it will stay applied to any classifications). If an agreement has expired, you will see an error icon in the table: . You can re-apply an expired agreement by editing the expiration selection.

To change something about an agreement or delete it, click on the agreement in question to get a pop up and see the same options listed above.

Warning

Deleting an agreement will delete all records of users completing the requirement and any files uploaded by project administrators if the requirement is set to have project authorship. Confirm you do not need either of these before deleting.

Applying an Agreement to a Project

Once an agreement is created, it can be applied to as many projects as you wish. You can add an agreement to a project by adding the agreement as a requirement for a data classification and then applying that data classification to the project.

To add an agreement to a data classification, either add or edit a data classification on the Classifications page, and then select the Agreement from the list of options under the Requirements header.

To apply a classification to a project, either add or edit a project on System-level Projects page or by navigating to a project's Overview page and clicking the "Edit Project" button. From there, find the "Data Classification" section header, and toggle the switches to add or remove classifications from a project.