1. NGDA Node Agreement and Procedure Manual Julie Sweetkind-Singer National Geospatial Data Archive Stanford University November 6, 2008

2. Project team  Mitch Englander, UCSB  Tracey Erwin, Stanford  Keith Johnson, Stanford  Mary Larsgaard, UCSB  Julie Sweetkind-Singer, Stanford  With help from: Lauren Schoenthaler, Stanford Sherylle Mills Englander, UCSB

3. Node to Node Agreement

4. Goals for the Agreement  Legally binds the nodes together. Clearly states obligations and responsibilities.  Establishes guidelines for new nodes to enter the network.  Creates a system that allows for safe data sharing.  Designed to rarely be changed with more frequent revisions to the Procedure Manual.

5. Definition of a Node  Node has a collection development policy for geospatial data;  Node has an institutional mandate to collect;  Node agrees to archive geospatial data it collects;  Node has agreed in writing to be part of the NGDA collecting network.

6. Governance Structure  Decisions made jointly by UCSB and SU during the life of the Cooperative Agreement. Consensus of the existing nodes after that.  Change to governance structure will be considered when there are at least 5 nodes.  People from each node will convene on a schedule set in the Procedure Manual.

7. Member Responsibilities  Create a procedure manual.  Convene the nodes. Once a year in rotation either in person or virtually.  Financial obligations.

8. Indemnification of Other Nodes  Get those depositor agreements signed!

9. Removal of Content  Inability to host content.  Copyright infringement.

10. Discontinuance of a Node  Node must give notice.  Removal by the group. Violations of the terms of an agreement: Exhibit B, Content Provider Agreement, Node Agreement. Exhibit B lays out the authorized users of the Licensed Materials and the authorized uses of the Licensed Materials.

11. Procedure Manual

12. Goals of the Procedure Manual  Provide basic administrative and operational procedures.  Creates a structure that allows for change without having to get new signoffs or signatures on the Legal Agreement.  Strives to keep things simple!

13. Rules for the Procedure Manual  Reviewed yearly and amended as necessary.  Timely communication of changes with other nodes.  Changes that violate the university policy of any node will be reviewed carefully by all of the nodes.

14. Meetings  Set up to reflect the successful structure of the UC/Stanford Map Libraries group. Rotating hosts, rotating chair, rotating scribe.  Discussions will focus on new nodes, acquisition/removal of content, operational procedures, Procedure Manual updates  Funding if the meeting is held in person.

15. Identification of Potential Nodes  Any way we can think to find willing partners.  Invitation includes: Content Provider Agreement Node to Node Agreement NGDA Collection Development Policy  Vetting process.  Approval by the governing body.

16. How Nodes Join  Sign the agreement. Use of Exhibit B.  Write a Collection Development Policy.  Agree to be in compliance with the RLG standards for hardware, software, and staffing.