5.1.1.1.8 Procedures, commitment and funding to replace software when evaluation indicates the need to do so

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5.1.1.1.8 Procedures, commitment and funding to replace software when evaluation indicates the need to do so
Status Ready for review
Compliance Rating Fully compliant
Responsible

The repository shall have procedures, commitment, and funding to replace software when evaluation indicates the need to do so.

Supporting Text

This is necessary to ensure software replacement in a timely fashion so as to avert system failure or performance inadequacy. Without such a commitment, and more importantly, without escrowed financial resources or a secure funding stream, technology watches and notifications are of little value. The repository must have mechanisms for evaluating the efficacy of the new systems before implementation in the production system.

Examples for Meeting the Requirement

Statement of commitment to provide expected and contracted levels of service; evidence of ongoing financial assets set aside for software procurement; demonstration of cost savings through amortized cost of new system.

Discussion

The objective is to demonstrate that the repository has the ability to incorporate new technology, both financially through funding commitments or cost reduction, and operationally through verification of the capabilities of the new systems.

Evidence Provided

All of the software that APTrust uses is open source and most of it custom developed by APTrust staff. The cost of replacing, updating, or fixing software mostly requires staff time. No other funding is needed to purchases new software.

APTrust adheres to our Financial Budget Breakdown that includes complete funding for at least one year without any external income.

More information can be found on Support and Maintenance#Software upgrades, which describes the process for evaluation and maintenance of software.

Also see our APTrust Sustaining Member Deposit Agreement, which outlines APTrust's responsibilities and commitments to service.