NDSA:Principles of Collaboration

Scope

The name of this organization is the National Digital Stewardship Alliance (NDSA), also referred to as the Alliance. The mission of the NDSA is to establish, maintain, and promote [/publicize/sustain] the capacity to preserve our nation's digital resources for the benefit of present and future generations.

The Library of Congress (LOC), as an outgrowth of the December 2000 congressional charge that established the National Digital Information Infrastructure and Preservation Program (NDIIPP), shall support the Alliance through the office of the Secretariat.

Established on July 15, 2010, the Alliance is an organization of government agencies, educational institutions, non-profit organizations, and businesses committed to serving as digital stewards of America's national digital collection and employing standards, systems, and cooperative relationships that advance digital stewardship.

Coordinating Committee

The Coordinating Committee is dedicated to the advancement of Alliance activities and furthering communication within the Alliance. The Coordinating Committee works with the Working Groups to articulate a long-term, strategic vision for the Alliance. The Committee assists the Alliance Members in evaluating the effectiveness of the Working Groups. Participants in the Coordinating Committee will act as liaison with each of the Working Groups.

The Coordinating Committee will also be responsible for maintaining eligibility standards for membership in the Alliance.

Coordinating Committee members are elected by the Membership, and must be employed by an Alliance Member organization. Coordinating Committee members are nominated by a rotating Nominating Committee, and shall be composed of one permanent representative from the Secretariat, one representative from each of the Working Groups, and at-large members. The Coordinating Committee shall have, and may exercise, such powers as authorized by the Alliance.

The number of Coordinating Committee members shall be not less than nine (9) and no more than twelve (12). Coordinating Committee members are nominated by a rotating Nominating Committee composed of Member representatives, and elected by a super majority of the Membership.

Coordinating Committee members shall serve for one-year terms staggered through December 31, 2013, or their resignation. Any member may resign at any time by notification in writing to the Alliance through the office of the Secretariat. Vacancies on the Coordinating Committee shall be filled by a Member representative based on individual merit, not necessarily by representative from the same Member as their predecessor, and shall be filled by special election which may take place in person, on conference call, or by electronic voting.

Officers

The Coordinating Committee shall have a Chair, which is selected from among the Coordinating Committee. This responsibility will be rotated among the Committee members.

Secretariat

The Secretariat shall (a) act as secretary of all meetings of the Alliance and of such other committees and working groups as the Alliance shall specify, (b) keep the minutes thereof, (c) see that reports and other documents are properly kept and filed, (d) coordinate the planning of annual conventions (with a program committee), and (e) facilitate the planning and execution of conventions and meetings. All minutes, reports, and other documents of the Alliance will be filed and maintained at the Library of Congress.

The role of Secretariat is fulfilled by staff of the Library of Congress, Office of Strategic Initiatives, National Digital Information and Infrastructure Preservation Program (NDIIPP).

Committees and Working Groups

Alliance Members may designate their representatives to serve on committees and Working Groups, other than the Coordinating Committee (see above). Each committee shall have, and may exercise, such powers as authorized by the Alliance.

Committee and Working Group members shall serve for a term ending on December 31, 2013, or their resignation. Any member may resign from a Working Group at any time by notification in writing to the Co-chair of a particular Working Group. Vacancies on Working Groups shall be filled by recommendation of the members of a Working Group.

Conventions and Meetings

All meetings of the Alliance, and any committee or working group, may be held in person, or by means of telephone or video conference. The annual Convention of the Alliance shall be held at such time and place as shall be determined by the Secretariat, and designated in a notice in advance of the Convention.

Regular meetings of the Alliance committees and working groups may be held at such time and place as shall be determined by consensus of committee and working group members, in coordination with the Secretariat.

Except as otherwise required, any action by a simple majority of the voting Member representatives shall be deemed the action of the Alliance, committee, or working group. A simple majority of the voting Member representatives shall constitute a quorum for the transaction of business at any meeting of the Alliance. Members will be given a two-week period to vote electronically. While a Convention or meeting may include guests, such guests shall not vote.

Parliamentary Authority and Amendments

These bylaws may be amended by a simple majority vote provided all members have been offered a reasonable opportunity to vote.