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
APTrust Policies
| Document |
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 |
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 2026-2028 |
None |
April, 2026 |
3 Years |
April, 2029 |
Approved by Board |
| Succession Policy |
Board |
Version 3.5 |
None |
January, 2025 |
4 Years |
January, 2029 |
Approved by Board |
APTrust Guidelines
| Document |
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 |
APTrust Other Documentation
| Document |
Owner |
Version |
Draft Version |
Last Updated |
Approval Period |
Next Review |
Status |
| OTHER DOCUMENTATION |
|---|
| 20 Cost Questions |
Executive Director |
N/A |
N/A |
March, 2024 |
As needed |
As needed |
No approval required |
| Associate Member Toolkit |
Executive Director |
Version 1.0 |
None |
May, 2025 |
As needed |
As needed |
No approval required |
| Board Member Criteria |
Board |
Version 1.0 |
N/A |
February, 2026 |
5 Years |
February, 2031 |
Approved by Board |
| Budget Reports |
Executive Director |
N/A |
N/A |
See page for most recent report. |
Annual or Bi-annual |
Next Member Meeting |
No approval required |
| Preservation Storage Criteria |
Executive Director |
N/A |
N/A |
November, 2025 |
N/A |
N/A |
No approval required |
| Reserve Fund Budget |
Executive Director |
N/A |
N/A |
May, 2025 |
5 years |
May, 2030 |
No approval required |
| Services and Fees |
Executive Director |
N/A |
N/A |
September, 2024 |
As needed |
As needed |
No approval required |
| Storage Fact Sheet |
Executive Director |
N/A |
N/A |
February, 2024 |
As needed |
As needed |
No approval required |
