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Attendees:

  • Stephanie Ayers
  • Esmé Cowles
  • Kate Lynch
  • Kevin Reiss

Agenda:

  • Review about statement
  • Brainstorm action items for December/January 

Notes: 

  • Applications/services to sunset
    • Video Reserves Database
    • Pufla Help Form
    • Omeka/mediawiki transcription
    • Front-end to Council of Foreign Relations mp3 files
    • EAL Apps (Tom Ventigmilia)
    • Supplemental catalog (?)
    • Firestone Lockers and Carrels Database
    • Access Office MDB
    • Old Reserve System MDB+PDFs (think these files are on DBserver)
    • Preservation Tracking Application
    • MASC (Read only SC)
    • PPLCAT (Read only Archive)
    • PULFA
    • PUDL + PUDL test
    • Loris
    • Meridian (maybe?)
    • Veridian (bluemountain, papersofprinceton)
    • Libserv64 (SC digitized content)
    • Libserv39 (SC static websites)
    • Solr 7 
    • PHP 7.2 (EOL)
    • Legacy databases (MariaDB / Postgres 10 / MySQL) - move all to virtual clusters
    • Graylog
    • Matomo (using up 250GB of disk space)
    • SFX (Post July 2021)
    • libimages*
    • Voyager (Post July 2021)
    • Collection Space https://collectionspace.org (SC) 
    • liphp-prod/libphp-dev applications
    • Whatever is on LibDBServer
    • Audit the list of physical servers to see if anything should be added to this list.
  • Develop procedures for enabling ease of adoption of sunsetting procedures, throughout the software lifecycle.
  • Some way of adding something to a list of things that we would like to sunset, that is not yet sunset, as a way to flag “this is a deprecated service, please don’t add to it” when the service itself is not ready to be sunset.
  • Combat the “libserv64 effect” when a service is turned off and feedback is only received after the service is decommissioned
  • Develop best practices for things to avoid because they will make sunsetting more difficult

Exercise: Sunsetting PULFA

  • Arks in PULFA changing in PULFAlight, how to manage
  • Figgy harvests and loads data from/to  PULFA
  • How are staff using PULFA SVN repository?
  • abID functionality and label generation
  • Disconnect the network (service still up in the event that a restore is needed, and this does not require a reboot)
  • Backup virtual server, and power off
    • Backups of physical servers are more difficult.  
    • We tend to have fewer and fewer physical servers.
    • Step 1 - PULFALight (create a successor system)
    • Step 2 - Determine Product Owner(s) (stakeholder who can back up decision to sunset old service)
    • Step 3 - Determine other service dependencies on this service
    • Step 4 - Work with stakeholder to determine all of the uses and dependencies of the users
    • Step 5 - Decommissioning process in stages
    • Step 6 - Keep backups of powered off services for 1 year (communicate this to stakeholders and product owners).

Action items

    • (Stephanie) Add a “deprecated services” list to service catalog (from the notes above) in Confluence 
    • (all) Review and update the service catalog.
    • (Kate) Find a regular time to meet in 2021, plan to meet on 12/18. 
    • (Kate) Create a template for sunsetting exercise (to be ultimately turned into a checklist for decommissioning)
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