Maintain Black Box Process: Difference between revisions
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The Freegle Black Box is a Google Drive | The Freegle Black Box is a Google Drive folder which contains a copy of important electronic documents, designed to be accessible in the event of a disaster. | ||
The aim is to allow Freegle to recover or continue operating in the event of a significant operational issue. | The aim is to allow Freegle to recover or continue operating in the event of a significant operational issue. | ||
The Freegle Black Box does not include in its scope | The Freegle Black Box does not include Information Technology assets in its scope, as they use other mechanisms to provide assured operations in the event of a major event. | ||
====Triggers==== | ====Triggers==== | ||
Refresh of the Freegle Black Box is an annual process, triggered by an entry in the [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Board Calendar] | Refresh of the Freegle Black Box is an annual process, triggered by an entry in the [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Board Calendar]. | ||
Other ad-hoc refreshes may happen if someone identifies significant content to be stored in the Black Box | Other ad-hoc refreshes may happen if someone identifies significant content to be stored in the Black Box. | ||
====Responsibilities==== | ====Responsibilities==== | ||
* In the Board Calendar, the [[Board Chair]] is the owner of the action to refresh the Black Box | *In the Board Calendar, the [[Board Chair]] is the owner of the action to refresh the Black Box. | ||
====Inputs==== | ====Inputs==== | ||
* The current contents of the Freegle Black Box | *The current contents of the Freegle Black Box | ||
* Source | *Source folders for electronic documents (details below) | ||
====Outputs==== | ====Outputs==== | ||
* Updated Freegle Black Box | *Updated Freegle Black Box | ||
* Report documenting the items copied as part of the refresh | *Report documenting the items copied as part of the refresh | ||
* Updates to this wiki page | *Updates to this wiki page | ||
====Items Copied as Part of the Refresh==== | ====Items Copied as Part of the Refresh==== | ||
* Freegle Board Minutes and Agendas | *Freegle Board Minutes and Agendas | ||
* Contracts and Acceptance Emails | *Contracts and Acceptance Emails | ||
* Budget and Approval Documents | *Budget and Approval Documents | ||
* Finance reports (including forecasts and end of year accounts) | *Finance reports (including forecasts and end of year accounts) | ||
* Bank account and Xero access details documents | *Bank account and Xero access details documents | ||
* Role Definitions | *Role Definitions | ||
* Recruitment documents (e.g. interview questions) | *Recruitment documents (e.g. interview questions) | ||
* Pay Review Documents | *Pay Review Documents | ||
* Freegle Board timetable | *Freegle Board timetable | ||
* Charity Registration Documents | *Charity Registration Documents | ||
* Freegle Ltd Membership Register | *Freegle Ltd Membership Register | ||
* Board Register of Interests | *Board Register of Interests | ||
* Any | *Any one-off significant documents (e.g. the Strategy Report produced in 2024) | ||
====Process==== | ====Process==== | ||
# Using the inputs above, plus input from the Board and other volunteers, identify the items to be secured in the Black Box | #Using the inputs above, plus input from the Board and other volunteers, identify the items to be secured in the Black Box | ||
# Copy the | #Copy the relevant content across to the Black Box | ||
#:Note: Google Drive does not support a native "copy folder" function, so this can be fiddly. | #:Note: Google Drive does not support a native "copy folder" function, so this can be fiddly. Information can be found on the web in pages such as [https://www.howtogeek.com/435522/how-to-copy-google-drive-folders/ this] | ||
# Produce a | #Produce a one-page report summarising what was copied as part of the refresh | ||
# If other standard items to be copied were identified, then update this page | #If other standard items to be copied were identified, then update this page | ||
# Report the conclusion of the refresh to the | #Report the conclusion of the refresh to the Board | ||
====Links==== | ====Links==== | ||
* [https://drive.google.com/drive/folders/1Dq_xpw9O0ErVJYBHLtLAX9RfWU_EB9-H?usp=drive_link Freegle Black Box] ( | *[https://drive.google.com/drive/folders/1Dq_xpw9O0ErVJYBHLtLAX9RfWU_EB9-H?usp=drive_link Freegle Black Box] (access required) | ||
* [https://docs.google.com/document/d/1MwVnzu3n7fj80jIR8N-rCQn6-blxY_zB5wfeVAzIFck/edit?usp=drive_link Report of Black Box Refresh from 5th January 2025] ( | *[https://docs.google.com/document/d/1MwVnzu3n7fj80jIR8N-rCQn6-blxY_zB5wfeVAzIFck/edit?usp=drive_link Report of Black Box Refresh from 5th January 2025] (access required) | ||
[[ | [[Category:Organisation & Governance]] | ||
[[Category:Freegle Board]] | |||
[[Category:Policies, Procedures, Remits]] | |||
Latest revision as of 12:00, 17 July 2026
The Freegle Black Box is a Google Drive folder which contains a copy of important electronic documents, designed to be accessible in the event of a disaster.
The aim is to allow Freegle to recover or continue operating in the event of a significant operational issue.
The Freegle Black Box does not include Information Technology assets in its scope, as they use other mechanisms to provide assured operations in the event of a major event.
Triggers
Refresh of the Freegle Black Box is an annual process, triggered by an entry in the Board Calendar.
Other ad-hoc refreshes may happen if someone identifies significant content to be stored in the Black Box.
Responsibilities
- In the Board Calendar, the Board Chair is the owner of the action to refresh the Black Box.
Inputs
- The current contents of the Freegle Black Box
- Source folders for electronic documents (details below)
Outputs
- Updated Freegle Black Box
- Report documenting the items copied as part of the refresh
- Updates to this wiki page
Items Copied as Part of the Refresh
- Freegle Board Minutes and Agendas
- Contracts and Acceptance Emails
- Budget and Approval Documents
- Finance reports (including forecasts and end of year accounts)
- Bank account and Xero access details documents
- Role Definitions
- Recruitment documents (e.g. interview questions)
- Pay Review Documents
- Freegle Board timetable
- Charity Registration Documents
- Freegle Ltd Membership Register
- Board Register of Interests
- Any one-off significant documents (e.g. the Strategy Report produced in 2024)
Process
- Using the inputs above, plus input from the Board and other volunteers, identify the items to be secured in the Black Box
- Copy the relevant content across to the Black Box
- Note: Google Drive does not support a native "copy folder" function, so this can be fiddly. Information can be found on the web in pages such as this
- Produce a one-page report summarising what was copied as part of the refresh
- If other standard items to be copied were identified, then update this page
- Report the conclusion of the refresh to the Board
Links
- Freegle Black Box (access required)
- Report of Black Box Refresh from 5th January 2025 (access required)
