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Exit process - the closedown procedure

Louise Cato -

We're always sad to say goodbye, but we understand that these things happen. A responsible supplier should aim to make the process of leaving as straightforward as possible. As important data is involved there are some key steps which both you and we have to go through to ensure you have everything you need before your site is closed.

We've put together this article to explain how this works: 

1. Setting a Close Down date:
When you let us know that you're not renewing then we will give you your close-down date. This will generally be the Wednesday following the end of your subscription

2. Exporting your data:
It is your responsibility to export and save all data and make any record of content you wish to keep from the site by this agreed Close Down date. This can include all response data and user-generated content, any content which may have been added directly into the app (e.g. consultations, challenges or consequences), and screen shots of live pages. Follow the links below to find out how you can retrieve your data:

Exporting data from Citizen Space

Exporting data from Dialogue

Exporting data from Budget Simulator

3.What happens to the URL once your site is closed down?
a) If you are on your own sub-domain (e.g. https://consultation.department.gov.uk)

  • You/your tech team can re-direct your DNS record to wherever you like, such as a new consultation platform, or a holding page.  If you do plan to do this then please contact your DNS provider to have the sub-domain pointed at the server hosting your replacement site before the Close Down date. If you do this at least 72 hours before the Close Down then when we stop the Citizen Space site your visitors will not see any disruption - just a clean switch-over from your Citizen Space site to your replacement site. Please make sure you have exported all data from your Citizen Space site before changing the DNS record.
  • If you choose not to do this then visitors to your URL will see an error message like this.

b) If your instance is on a Delib domain such as organisation.citizenspace.com, organisation.dialogue-app.com or organisation.budgetsimulator.com

  • Any visitors to your old URL will see an error message like this.

4. What do we do to 'decommission' your instance?
On the Close Down date, the instance will be shut down and your virtual machine deleted. To comply with data processing guidelines there is then a 14 day cooling-off period during which your site back-ups are still retained. However, during this 14 day cooling-off period your data won't be restored unless specifically requested by you (and there may be a charge involved in doing this). After the 14 day cooling off period we must delete those back-ups and Delib will no longer have any access to, or means of recovering, your data.

 

 

Exporting data from your Citizen Space site:

As the data controller/owner, it is your responsibility to export and save all of the data you wish to keep. This includes all response data and user-generated content, alongside any content you may have added directly into the app (e.g. consultations), and screen shots of live pages (homepage, terms and conditions etc).  

In terms of suggested methods for doing this, this is largely dependent on your internal data protection and storage policies, and what you wish to keep. However we have added some options and guidance here:

1) Export the list of all consultations
You can do this via Manage Consultations using the 'download this list of consultations.csv' file. This gives you a nice overview of all the consultations your organisation has run.

2) Keep a full record of each consultation
You may choose to set up local folders for each consultation to keep the data for each in one place

  • Use the 'Print Survey' feature on each consultation dashboard. This also allows for a printable version of all the pages and questions for each consultation and allows you to save this as a PDF
  • Export all the response data for each consultation. This can be done by taking the 'download all responses' or 'download all responses including analyst fields. csv' export(s) for each consultation, both of which contain all the questions and responses. The one including analyst fields also contains any tags or analysis notes you applied
  • Take the PDF summary report of each consultation via the dashboard
  • Download any supporting documents and consultation reports you added. It is likely you have these all saved locally anyway, so you may simply prefer to move them to any local consultation folders you've set up

3) Screenshot the homepage and policy pages
You can do this if you wish to keep a record of how your site looked and also any wording in your policies, such as the Terms of use and Privacy policy

4) Take the 'Users' export
This gives you a list of all the admin users you had set up on your Citizen Space site and the permission level they were assigned to

NB: There are tools, such as Site Sucker, which can take the full data from a website - however there are limitations to a tool such as this, so do read their supporting information carefully. 

 

 

Exporting data from your Dialogue site:

As the data controller/owner, it is your responsibility to export and save all of the data you wish to keep. This includes all response data and user-generated content, alongside any content you may have added directly into the app (e.g. challenges), and screen shots of live pages (homepage, terms and conditions etc). 

In terms of suggested methods for doing this, this is largely dependent on your internal data protection and storage policies, and what you wish to keep. However we have added some options and guidance here:

1) Export the site-wide data
You can do this via Manage Challenges using the 'Export site-wide data' link. This gives you the ideas, comments, ratings and tags data for all the challenges in your site via a .csv export

2) Keep a full record of each challenge if you wish
You may choose to set up local folders for each challenge to keep the data for them separate

  • Take a screenshot of the public-facing challenge page
  • Export all the response data. This can be done by taking the exports from the bottom of your challenge dashboard. There are exports for: Ideas, Comments and Tags
  • You may wish to take a screenshot of the challenge dashboard for a record of whether your challenge was listed/unlisted, invite only or open invite

3) Screenshot the homepage and policy pages
You can do this if you wish to keep a record of how your site looked and also any wording in your policies, such as the Terms of use, Privacy policy, About page, and Moderation policy

4) Take the 'Users' export
This gives you a list of all the registered users you had on your Dialogue site

NB: There are tools, such as Site Sucker, which can take the full data from a website - however there are limitations to a tool such as this, so do read their supporting information carefully. 

 

 

Exporting data from your Budget Simulator site:

As the data controller/owner, it is your responsibility to export and save all of the data you wish to keep. This includes all response data and user-generated content, alongside any content you may have added directly into the app (e.g. your consequences and service groups), and screen shots of live pages (homepage, terms and conditions etc). 

In terms of suggested methods for doing this, this is largely dependent on your internal data protection and storage policies, and what you wish to keep. However we have added some options and guidance here:

1) Export the full response data
You can do this via the Responses page, choose 'Download all responses in Excel Format'

2) Screenshots of all public pages
You can do this if you wish to keep a record of how your site looked and also any wording in your policies, such as the Terms of use and Privacy policy. We'd advise taking screenshots of the: Homepage, Budget page, Consequences page, Demographics page and Thanks page.

3) Keep your consequences and numbers
You may have used our consequences template when setting up your Budget Simulator, if so, then keep a hold of this document as it will have all the figures you entered, slider scales you used, and the consequences for each slider increment. If you didn't use it at the start then you could use the template now and copy the data from the Budget page in the admin side of your site so that you have a record of the financial details and consequences you entered.

An export of services, slider scales, consequences and other site settings is available from your Account Manager on request. The export is in JSON format and is not intended for general use, but it may be useful to your technical team. We can't provide support for parsing, interpreting or importing this data into any other system.

NB: There are tools, such as Site Sucker, which can take the full data from a website - however there are limitations to a tool such as this, so do read their supporting information carefully. 

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