Operational Readiness Checklist

1. Purpose and Scope

This checklist documents prerequisite tasks that must be completed before FactHarbor can launch to the public.

Organization Reality: Starting as a solo project with team growth expected within the first year.  
Status as of: December 17, 2025 (V0.9.30)  
Target Launch Date: [To be determined]

Important: Initially, one person handles multiple functions. This is normal and legal. As the team grows, responsibilities can be distributed.

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2. Critical Tasks (MUST Complete Before Launch)

These tasks are mandatory for legal compliance and core functionality.

2.1 Legal & Compliance

2.2 Technical Implementation

2.3 Organizational Infrastructure

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3. Important Tasks (SHOULD Complete Before Launch)

These tasks are strongly recommended before launch.

3.1 Governance & Policy

3.2 Technical & Operational

3.3 Licensing & Open Source

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4. Recommended Tasks (Can Be Post-Launch)

These can wait until after launch or until team grows.

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5. Required Infrastructure

5.1 Contact Infrastructure

Minimum Required:

At minimum, you need contact methods for:

• General inquiries
• Privacy/data requests (FADP/GDPR requirement)
• Security/abuse reports
• Board/governance

Options:

Option A: Single Contact Point

• One email or contact form
• Routes internally as needed
• State response times clearly

Option B: Functional Separation

• Few key addresses for different purposes
• Still manageable by one person

Recommendation: Wait to set up infrastructure until you have domain and email hosting.

5.2 Documentation to Prepare

Must Exist Before Launch:

• Processing activities register (internal)
• Initial DPIA for AKEL (internal)
• Breach response procedure
• Privacy Policy (done, set effective date)
• Transparency Policy (done, set effective date)

Should Exist:

• Terms of Service
• Simple security policy
• CLA

Can Wait:

• Detailed security documentation
• Complex governance processes

5.3 Tools and Services

Hosting:

• Swiss providers (Hetzner, Infomaniak) or other reliable hosting
• Start small, scale up

Email/Contact:

• Swiss privacy-focused providers (ProtonMail, Tutanota)
• Free tiers available initially

Development:

• GitHub or GitLab (free for public repos)

Monitoring:

• Free tier services available (UptimeRobot, etc.)

Documentation:

• GitHub Wiki, GitBook, or XWiki

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6. Decision Points

Strategic decisions needed before implementation:

6.1 Critical Decisions

6.2 Organizational Decisions

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7. Launch Blockers - Go/No-Go Checklist

Cannot launch until ALL are complete:

Legal:
- [ ] Verein bylaws adopted
- [ ] Board appointed (two members minimum)
- [ ] Swiss representative designated
- [ ] Privacy Policy effective date set
- [ ] Processing activities register created
- [ ] Initial DPIA completed

Technical:
- [ ] HTTPS encryption implemented
- [ ] Cookie consent (opt-in) working
- [ ] Data export functionality working
- [ ] Account deletion working
- [ ] Breach notification procedure documented

Operational:
- [ ] Contact infrastructure established
- [ ] Security incident procedure documented
- [ ] Data retention automation configured
- [ ] Terms of Service created

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8. Post-Launch Compliance

Immediate Response Required:

• Data subject requests (within required timeframe)
• Security breaches (immediate FDPIC notification if high risk)
• Abuse reports (timely)

Quarterly:

• Board meeting
• Review data retention
• Security check

Twice Yearly:

• Publish transparency report
• Review policies

Annually:

• Publish financial statements
• Annual policy review
• Privacy audit
• External audit (if above revenue threshold)

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9. As Team Grows

Initial (Solo):

• One person handles all functions
• Document everything
• Use templates and tools

Early Growth (First Helpers):

• Distribute technical vs. governance tasks
• Cross-training important
• Keep communication clear

Established Team:

• Specialized roles emerge naturally
• Formal responsibility assignments
• More sophisticated processes

Key: Start simple, scale processes as team and complexity grow.

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10. Budget Considerations

Pre-Launch:

• Legal advisor (essential)
• Minimal infrastructure
• Free tools where possible

Ongoing:

• Hosting (start small)
• Email/contact infrastructure
• Legal support as needed
• Scale as revenue permits

Later:

• Security assessments
• Trademark registration
• Professional audits
• Better tooling

Philosophy: Start lean, invest as you validate product-market fit.

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11. Risk Management

Key Risks:

• Legal delays
• Technical complexity
• Time management (solo)
• Volunteer coordination
• Burnout

Mitigation:

• Start legal work early
• Build MVP, iterate
• Realistic scope
• Good documentation
• Don't overcommit

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12. Success Criteria

Ready to launch when:

• All launch blockers complete
• Legal advisor approves policies
• Board formally approves launch
• Contact infrastructure works
• Core functions operational
• Capacity to handle support exists

Remember: Launch with working MVP, not perfect system.

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13. Timeline Considerations

Factors:

• Legal processes take time
• Technical implementation scope
• Part-time vs. full-time work
• Availability of help
• Budget constraints

Approach:

• Start critical path items early
• Build in buffer time
• Be realistic about capacity
• Iterate after launch

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14. Final Notes

Don't Let Perfect Be the Enemy of Good:

You don't need:

• Complex infrastructure
• Large team
• Expensive tools

You do need:

• Legal compliance
• Working functionality
• Clear communication

You can launch with:

• Yourself initially
• Basic infrastructure
• MVP implementation
• Free/low-cost tools
• Volunteers for help

Focus on:

• Legal requirements (non-negotiable)
• Core functionality (working > perfect)
• Good documentation (for future team)
• Clear communication (honest about solo start)

Scale when:

• You have users
• You have validation
• Team grows naturally
• Revenue supports it

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15. Version History

• V0.9.30 (2025-12-17): Adapted for small organization reality

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16. Related Documents

• Privacy Policy
• Transparency Policy
• Open Source Model and Licensing
• Finance & Compliance
• Governance

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Last Updated: December 17, 2025  
Status: Adapted for solo start with team growth expected