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Recording and archiving of collaboration agreements

Archiving

FCC Study concept phase agreements (2014 - 2019)

Addenda are archived into the cernbox fccproject/office/Procurement/Collaborations/FCC_Addendum/FCC Addenda Concept Phase

FCC Study feasibility phase agreements

Addenda are archived into the cernbox fccproject/office/Procurement/Collaborations/FCC_Addendum/FCC Addenda Feasibility Phase

Recording

Each addendum should be stored in a folder called FCC-{YYMMDDhhmm}-{NNN}_InstituteAgreementWith{ORG}_{Topic}

  • YY is current year
  • MM is current month
  • DD is current day
  • hh is the hour at which you create the folder
  • mm is the minute at which you create the folder
  • NNN is composed by the first letter of the document creator's first name and by the two first letters of the document creator's family name (i.e. John Smith = JSM)
  • ORG is the short name of the partner organisation
  • Topic is a very brief description of the contents

In this folder, files are kept in .DOCX or .ODT format that are the agreement. Their name is the same as the folder and they have a suffix with _V{MMmm}, where {MMmm} is the version number in MAJOR MINOR format with 2 characters for each, e.g.

0000 = V0.0 0001 = V0.1 0100 = V1.0 0101 = V1.1

Only where the minor number is 0 a version is a released version (apart from 0000). For released versions also the PDF file with the same name is kept.

Any accompanying docs are kept in that folder, too, either directly or in subfolders (no strict rules). Examples: spreadsheets, mails, images, powerpoint slides, single supplier justifications, etc.

There should always be a subfolder called “deliverables” to store copies of the deliverable software, documents, drawings. Whenever possible, invoices and payments should be stored in a subfolder.

Addenda status

The tracking spreadsheet has to be updated to see upto date status of each collaboration agreement. File path /eos/project/f/fccproject/office/Procurement/Collaborations/FCC-2006051100-JGU_CollaborationFundingOverview.xlsx

FCC Collaboration agreements

-- JulieHadre - 2021-01-12

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Topic revision: r5 - 2021-01-12 - JulieHadre
 
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