APPENDIX C-37

DISPOSITION PLAN

The Disposition Plan is the most significant deliverable in the disposition of the information system, and the plan will vary according to system and Service requirements. The objectives of the plan are to end the operation or the system in a planned, orderly manner and to ensure that system components and data are properly archived or incorporated into other systems. At the end of this task, the system will no longer exist as an independent entity. The completion of the systems life cycle is carefully planned and documented to avoid disruption of the organizations using the system or the operation of other systems that will use the data and/or software of the present system.

The Disposition Plan needs to be an extension of the Records Management function. Records Management-- what is kept, what is a legal "record," retention period, etc.-- is a topic beyond the scope of this SDLC. The software, hardware, and data of the current system are disposed of in accordance with organization needs and pertinent laws and regulations. Software or data of the system may be transferred to other existing systems, migrated to an entirely new system, or archived for future use. Hardware is made available for future use, added to surplus, or discarded.

In conducting the disposition task, the following items should be considered:

• All known users should be informed of the decision to terminate operation of the system before the actual termination date.
• Although the current system may be terminated, in many cases the data will continue to be used through other systems. The specific processing logic used to transfer the data to another system is developed as part of the data conversion planning for that system.
• In some instances, software may be transferred to a replacement system. For example, a component of the current system may become a component of the replacement system without significant rewriting of programs.
• Effective reactivation of the system in the future will depend heavily on having complete
documentation. It is generally advisable to archive all documentation, including the life-cycle products generated during the earliest tasks of the life cycle as well as the documentation for users and for operation and maintenance personnel.

The Disposition Plan addresses how the various components of the system are handled at the completion of operations, including software, data, hardware, communications, and documentation. The plan also notes any future access to the system. The plan is lead/performed by the Project Manager; supported by the records management staff, the project team, and the functional staff; and reviewed by the QA manager. Other tasks include the following:

• Notify all known users of the system of the planned date after which the system will no longer be available. Work with the FOIA/PA representative process any Federal Register regarding system of records notification.
• Copy data to be archived onto permanent storage media, and store media in a locationdesignated by the Disposition Plan. Work with the project management team for other systems to effect a smooth transfer of data from the current system to these systems.
• Copy software onto permanent storage media, and store media in location designated in
• Disposition Plan. (Software to be stored may include communications and systems software as well as application software.) Work with the project team for other systems to ensure effective migration of the current system software to be used by these systems.
• Store other life-cycle products, including system documentation, in archive locations designated by the Disposition Plan.
• Dispose of equipment used exclusively by this system in accordance with the Disposition Plan (refer to excess procedures).
• Complete and update the Disposition Plan to reflect actual disposition of data, software, and hardware.
• Plan for the shutdown of the project, including the reassignment of project staff, the storage of project records, and the release of project facilities

1.0 INTRODUCTION

This section provides a brief description of introductory material.

1.1 Purpose and Scope

This section describes the purpose and scope of the Disposition Plan. Reference the information system name and provide identifying information about the system undergoing disposition.

1.2 Points of Contact

This section identifies the System Proponent. Provide the name of the responsible organization and staff (and alternates, if appropriate) who serve as points of contact for the system disposition. Include telephone numbers of key staff and organizations.

1.3 Project References

This section provides a bibliography of key project references and deliverables that have been produced before this point in the project development. These documents may have been produced in a previous development life cycle that resulted in the initial version of the system now undergoing disposition or may have been produced in subsequent enhancement efforts as appropriate.

1.4 Glossary

This section contains a glossary of all terms and abbreviations used in the plan. If it is several pages in length, it may be placed in an appendix.

2.0 SYSTEM DISPOSITION

2.1 Notifications

This section describes the plan for notifying known users of the system being shut down, and other affected parties, such as those responsible for other, interfacing systems, and operations staff members involved in running the system.

2.2 Data Disposition

This section describes the plan for archiving, deleting, or transferring to other systems the data files and related documentation in the system being shut down.

2.3 Software Disposition

This section describes the plan for archiving, deleting, or transferring to other systems the software library files and related documentation in the system being shut down.

2.4 System Documentation Disposition

This section describes the plan for archiving, deleting, or transferring to other systems the hardcopy and softcopy systems and user documentation for the system being shut down.

2.5 Equipment Disposition

This section describes the plan for archiving, deleting, or transferring to other systems the hardware and other equipment used by the system being shut down.

3.0 PROJECT CLOSEDOWN

3.1 Project Staff

This section describes the plan for notifying project team members of the shutdown of the system, and the transfer of these team members to other projects.

3.2 Project Records

This section describes the plan for archiving, deleting, or transferring to other projects the records of project activity for the project that has been maintaining the system being shut down.

3.3 Facilities

This section describes the plan for transferring or disposing of facilities used by the project staff for the system being shut down.

Disposition Plan Outline

Cover Page

Table of Contents

1.0 Introduction
     1.1 Purpose and Scope
     1.2 Points of Contact
     1.3 Project References
     1.4 Glossary

2.0 system Disposition
     2.1 Notifications
     2.2 Data Disposition
     2.3 Software Disposition
     2.4 System documentation Disposition
     2.5 Equipment Disposition

3.0 Project Closedown
     3.1 Project Staff
     3.2 Project Records
     3.3 Facilities