3.3.3 - The repository shall have a documented history of the changes to its operations, procedures, software, and hardware.

Introduction

SP documents major changes to its organizational and technical infrastructure in its annual reports to OCUL Directors. These reports record the history of changes in ongoing and planned projects, contractual obligations, organizational structure, staffing levels, operating procedures, hardware, and software. SP preserves copies of these reports. In addition, SP preserves copies of minutes of meetings and budgets in order to record the history of key decisions made by staff.

SP retains historical versions of software in its code versioning system so that changes to critical processes can always be reversed. Please see 5.1.1.6.1 for additional details.

Responsibility

SP Director

Digital Preservation Policy Librarian

This is necessary in order to provide an “audit trail” through which stakeholders can identify and trace decisions made by the repository.

Examples of Ways the Repository can Demonstrate it is Meeting this Requirement

Capital equipment inventories; documentation of the acquisition, implementation, update, and retirement of critical repository software and hardware file retention and disposal schedules and policies, copies of earlier versions of policies and procedures; minutes of meetings.