Common use of Procedure Manual Clause in Contracts

Procedure Manual. As noted, the procedure manual [10] has been designed as a working document giving the group the flexibility to adapt to the changing needs of the members as standards, methods of communication, and institutional mandates and responsibilities change over time. The manual will be amended as necessary and reviewed on at least a yearly basis when the group members meet. It is not intended that any change to the manual would require a node to depart the federation. Any changes to that effect would be carefully considered. At this early stage, communication will take place through the use of an email reflector with documentation housed on a private wiki and a public Web page. [11] The meeting specifics were modeled on the successful and simple structure used for over thirty years by the University of California / Stanford Map Libraries Group. The NGDA group agrees to meet at least once a year either in person or virtually depending upon funding. The nodes take turns hosting the meeting with the hosting node bearing the responsibility for organizing the event and setting the agenda. The previous host takes and distributes the minutes of the meeting. Identification of new nodes is critical if “at-risk” content truly is to be retained for the near and far-term future. Geospatial data and imagery exhibit certain characteristics that make it challenging to collect. While some data are small in terms of file size, such as information about roads, waterways, or administrative boundaries, data in a grid format such as satellite imagery tend to be quite large. The issues around archiving large datasets are complex enough that it may force many nodes to collect content that is specific to the needs of their users. Because of this tendency, broad geographic coverage will be more likely to happen if nodes are recruited from geographically dispersed regions. Both UCSB and Stanford have decided to collect content at the greatest depth for the cities and counties in their immediate area, but allowing for broad coverage of California. It is expected that the existing nodes will use their known network of contacts to suggest other nodes for participation as well as solicit participation through relevant professional organizations and email lists. New nodes will be vetted by the node that has invited them to consider participation or that they contact about the network. The vetting will include providing the potential node with all relevant documents created by the NGDA, staffing requirements, and hardware and software implications of being a node. The nodes must write their own Collection Development Policy and Content Provider Agreement, and sign the Content Node Agreement. The new nodes agree to follow current best practices for trusted repositories for hardware, software, staffing and self-auditing. The new node is then approved by the governing body of the NGDA. The mandate of the NGDA is to offer stable, long-term preservation for geospatial data. As such, stewardship of content is of paramount concern. While the expectation is that nodes will continue to be members of the NGDA for the long term, it is recognized that in some circumstances a node may no longer be able to participate or that it may not be able to fulfill its obligations. In either case, the node must notify the other nodes in writing. The departing node is strongly encouraged to offer its content to another node in the network. If the content is copyrighted or licensed and therefore a Content Provider Agreement has been signed with that specific node, a new document would have to be signed with the node accepting the materials. When new content is collected, the nodes agree to keep an up- to-date list by collection name, or layers, of what has been selected and served out. Acquisition of collections has been at such a pace that keeping an accounting of the content has not been an unreasonable task. This may change and the policy amended if a node decides to harvest content from the Web or take in large amounts at a steady rate. All other nodes are notified when major new collections are accessioned, such as when UCSB acquired the Citipix Collection of 500,000 aerial images of the United States spanning 65 metropolitan areas.