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Contingency Plan for Sunsetting
This plan applies to all assets owned or managed by the [PLN]. It also applies to digital content owned and/or collected by Members but technically managed by [PLN] in its preservation network. Sunsetting protocols differ for these two types of assets.
This document establishes a plan for orderly dissolution of the organization and for disposition of assets and of deposited digital content, should those steps ever prove necessary.
| Role | Responsibilities |
|---|---|
| [PLN] Leadership Team | Informs Members of decision to sunsetManages disposition of assetsManages communication planIdentifies preservation repository for assets with a disposition of “Preserve” (see IV. Disposition of Assets)Identifies digital preservation-related fund for donation of remaining funds in operating reserve (if applicable) |
| Member | Retrieves digital content within specified availability period |
| [host] | Manages disposition of assets to be retained after sunset (see IV. Disposition of Assets)Transfers remaining funds in operating reserve as directed |
| Asset | Disposition |
|---|---|
| [PLN] Assets | |
| Membership agreements and invoices | Retain for 7 years at [host] then destroy |
| Member contact information | Destroy |
| Network configuration files and associated data | Retain for 7 years at [host] then destroy |
| Committee, governance, outreach documentation | Preserve |
| Membership mailing lists | Preserve |
| Technical documentation | Preserve |
| [PLN] website | Preserve |
| Code repositories for web applications | Preserve |
| Web applications associated data | Destroy |
| Remaining funds in operating reserve | Donate to digital preservation-related fund for conference scholarships or similar (as identified by Leadership) |
| Member Content | |
| Member content ingested into production caches | Return to Member, if requested. Otherwise Destroy. |
| Member content ingested into test caches | Destroy |
| Staged content in third party platforms managed by [PLN] | Return to Member, if requested. Otherwise Destroy. |
| Activity | Responsible | Minimum Length of Time In Advance of Sunset |
|---|---|---|
| Sunset decision | [PLN] Leadership Team | 12 months out |
| Formalize communication plan | [PLN] Leadership Team | 12 months out |
| Member notification of sunset decision | [PLN] Leadership Team | 11 months out |
| Retrieval window begins for preserved Member content | [PLN] Leadership Team | 6 months out |
| Preservation repository for [PLN] assets identified | [PLN] Leadership Team | 3 months out |
| [PLN] assets transferred to preservation repository or destroyed | [PLN] Leadership Team | 0 months out |
| Retrieval window ends for preserved Member content | Member | 0 months out |
| Member content in test caches destroyed | [PLN] Leadership Team | 0 months out |
| Remaining funds transferred | [host] | 0 months out |
Preserved Member content will be made available for Members to retrieve no less than six months prior to sunset. If it is desirable to Members, the [PLN] Leadership Team may also identify a third-party organization that is able and willing to host Member content beyond that period, for the purpose of retrieval by Members after the [PLN] has sunset.
Given the activities and timeline specified in this plan, the total cost of sunsetting over one year would be [$$$]. During this time, membership fees would not be collected, meaning that the [PLN] needs to maintain an operating reserve equal to or greater than this amount.
- [PLN] Sunsetting Budget
- [PLN] Operating Reserve Policy
This plan should be reviewed annually. The sunsetting budget will need to be updated annually in order to reflect the current amount of preserved member content that would need to be retrieved.
| Version | Status | Date | Notes |
|---|---|---|---|
| 0.1 | Draft | Sent to [leadership team/task force] | |
| 0.5 | Draft | Shared with [PLN] | |
| 1.0 | Final | Approved by voting representatives of the [PLN] |