Maintain Black Box Process

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 in its scope Information Technology assets, 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
• Freegle Ltd Membership Register
• Board Register of Interests
• Any 1-off significant documents (e.g. the Strategy Report produced in 2024)

Process

1. Using the inputs above, plus input from the Board and other volunteers, identify the items to be secured in the Black Box
2. 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

3. Produce a 1-page report summarising what was copied as part of the refresh
4. If other standard items to be copied were identified, then update this page
5. 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)