Policies

Policies, Guidelines, and Governance Documentation

APTrust test has extensive documentation in the form of policies, guidelines, and governance. This page outlines those various documents and where appropriate, sets a review path and cycle. Completed policies are noted and uploaded into UVa’s Institutional Repository, Libra, and assigned a DOI.

The components of APTrust’s policy and governance principles stipulate:

• APTrust will develop the policies and documentation it needs to administer digital preservation services systematically, reliably, and strategically to its members.
• APTrust is committed to a transparent policy-making process.
• While policy development will be responsive to the evolving needs and interests of the APTrust membership, it will also be thoughtful and deliberate.
• APTrust is committed to timely enactment and enforcement of policies after they have been approved.
• Policy adherence and enforcement is the responsibility of the APTrust membership, guided by the APTrust Advisory Committee.

Current List of APTrust policies, guidelines, and documentation

	Owner	Version	Draft Version	Last Updated	Approval Period	Next Review	Status
POLICIES
Collection Strategy Policy	Board	Version 3.0	None	April, 2024	5 years	April, 2029	Approved by Board
Expectations of Participation for Sustaining Members	Board	Version 2.0	None	January, 2025	5 Years	January, 2030	Approved by Board
Financial Sustainability and Business Principles Policy	Board	Version 3.0	None	April, 2024	5 years	April, 2029	Approved by Board
Governance Manual	Board	Version 3.3	None	January, 2025	3 Years	January, 2028	Approved by Board
Policy Management Policy	Board	Version 1.3	None	July, 2024	4 Years	July, 2028	Approved by Board
Preservation Policy	Board	Version 3.1	None	January, 2025	2 years	January, 2027	Approved by Board
Service Management Policy	Board	Version 4.0	None	January, 2025	3 Years	January, 2028	Approved by Board
Strategic Plan	Board	Version 2021-2025	None	July, 2025	N/A	January, 2026	Approved by Board
Succession Policy	Board	Version 3.5	None	January, 2025	4 Years	January, 2029	Approved by Board
Vision, Mission, and Shared Values Policy	Board	Version 3.0	None	April, 2024	3 years	April, 2027	Approved by Board

	Owner	Version	Draft Version	Last Updated	Approval Period	Next Review	Status
GUIDELINES
Grant Application Guideline	Board	Version 1.0	None	January, 2025	5 Years	January, 2030	Approved by Board
Risk Management Plan	Board	None	Draft 1.0	April, 2022	TBD	N/A	Under Review

	Owner	Version	Draft Version	Last Updated	Approval Period	Next Review	Status
OTHER DOCUMENTATION
20 Cost Questions	Executive Director	20 Cost Questions	N/A	March, 2024	As needed	As needed	No approval required
Associate Member Toolkit	Executive Director	Associate Member Toolkit	None	May, 2025	As needed	As needed	No approval required
Budget Reports	Executive Director	Budget Reports	N/A	See page for most recent report.	Annual or Bi-annual	Next Member Meeting	No approval required
Reserve Fund Budget	Executive Director	Reserve Fund Budget	N/A	May, 2025	5 years	May, 2030	No approval required
Services and Fees	Executive Director	Services and Fees	N/A	September, 2024	As needed	As needed	No approval required
Storage Fact Sheet	Executive Director	Storage Fact Sheet	N/A	February, 2024	As needed	As needed	No approval required