Documents

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 documents are files that apply to projects, but do not require any interaction from the project user. Examples include NIH data management and sharing plans and any documents that provide resources to users.

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

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

Adding a Document

To add a new governance document, navigate to the Documents page and click the "Create Document" button at the top of the page.

• Document Name: The documents's title within Cirro, visible to users.
• Document Description: A description of what the document covers, visible to users.
• Enactment Date: The date on which you want to start to apply this document to projects.
• Authorship: Select whether the organization admins will be responsible for uploading the document file for all projects, or if project admins will need to supply their own file to configure this document. 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 document:
  • None: The document will never expire and will always apply to the project.
  • Absolute: The document will expire on a set date, and you will be asked to provide that date. After that date, the document will be removed from the project.
• Upload Document: Click to select a file to upload for the document.
• Supplementals: Use the "Add File" and "Add Link" buttons to supply names, descriptions, and files/links for project admins to use to create a document to upload to complete this requirement. This option is only availble for orgnization administrators who have selected project administrator authorship for their document.

Editing or Deleting a Document

Documents 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 documents using the sidebar on the right side of the page.

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

Warning

If a document has project authorship, deleting the document will also delete any files uploaded by project administrators. Confirm you do not need a history of author files before deleting.

Applying a Document to a Project

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

To add a document to a data classification, either add or edit a data classification on the Classifications page, and then select the Document 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.