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LIFE3: Predicting Long Term Preservation Costs, by Brian Hole

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This presentation describes LIFE, a tool for evaluating and predicting the costs of managing a digital object over its full lifecycle. It was given as part of module 2 of a 5-module course on digital …

This presentation describes LIFE, a tool for evaluating and predicting the costs of managing a digital object over its full lifecycle. It was given as part of module 2 of a 5-module course on digital preservation tools for repository managers, presented by the JISC KeepIt project. For more on this and other presentations in this course look for the tag 'KeepIt course' in the project blog http://blogs.ecs.soton.ac.uk/keepit/

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  • LIFE3: Predicting Long Term Preservation Costs - Brian Hole, British Library KeepIt Training Course 05/02/10 Page
  • LIFE3: Predicting Long Term Preservation Costs - Brian Hole, British Library KeepIt Training Course 05/02/10 Page
  • LIFE3: Predicting Long Term Preservation Costs - Brian Hole, British Library KeepIt Training Course 05/02/10 Page
  • LIFE3: Predicting Long Term Preservation Costs - Brian Hole, British Library KeepIt Training Course 05/02/10 Page
  • LIFE3: Predicting Long Term Preservation Costs - Brian Hole, British Library KeepIt Training Course 05/02/10 Page
  • LIFE3: Predicting Long Term Preservation Costs - Brian Hole, British Library KeepIt Training Course 05/02/10 Page
  • LIFE3: Predicting Long Term Preservation Costs - Brian Hole, British Library KeepIt Training Course 05/02/10 Page Approach – little evidence, so develop estimation approach
  • LIFE3: Predicting Long Term Preservation Costs - Brian Hole, British Library KeepIt Training Course 05/02/10 Page
  • LIFE3: Predicting Long Term Preservation Costs - Brian Hole, British Library KeepIt Training Course 05/02/10 Page
  • LIFE3: Predicting Long Term Preservation Costs - Brian Hole, British Library KeepIt Training Course 05/02/10 Page
  • LIFE3: Predicting Long Term Preservation Costs - Brian Hole, British Library KeepIt Training Course 05/02/10 Page
  • LIFE3: Predicting Long Term Preservation Costs - Brian Hole, British Library KeepIt Training Course 05/02/10 Page
  • LIFE3: Predicting Long Term Preservation Costs - Brian Hole, British Library KeepIt Training Course 05/02/10 Page
  • LIFE3: Predicting Long Term Preservation Costs - Brian Hole, British Library KeepIt Training Course 05/02/10 Page
  • LIFE3: Predicting Long Term Preservation Costs - Brian Hole, British Library KeepIt Training Course 05/02/10 Page
  • Transcript

    • 1. LIFE 3 : Predicting Long Term Preservation Costs Brian Hole LIFE 3 Project Manager The British Library KeepIt training course 05/02/10
    • 2. Some Typical Questions first
      • A finite amount of funding is available for digitisation, ingest and preservation of a collection. How many items should be digitised without overspending?
      • A digital collection is due to be ingested into an organisation’s digital repository. Migration to a new file format offering superior compression and savings in storage cost is a possibility, but the operation itself will also have a cost. Should the organisation migrate the collection?
      • An organisation is considering outsourcing the storage, preservation and access of a digital collection. The service provider gives a quote. Will outsourcing save the organisation money?
      • A digitisation project within an organisation is not following best practice. What will be the cost of picking up the pieces in 5 years time?
    • 3. LIFE projects overview
      • Collaboration between University College London (UCL), the British Library (BL) and HATII at the University of Glasgow
      • Co-funded by Joint Information Systems Committee (JISC) and the Research Information Network (RIN)
      • The LIFE Project:
        • 1 year project
        • Completed in April 2006
      • The LIFE 2 Project:
        • 1.5 year project
        • Completed August 2008
      • The LIFE 3 Project :
        • 1 year project
        • Began August 2009
      LIFE = L ife cycle I nformation F or E -literature
    • 4. Overview of the LIFE Projects so far
      • The LIFE Project:
        • Aim: to explore a lifecycle approach to costing the preservation of digital materials
        • The Project developed:
          • A generic model of the digital preservation lifecycle
          • A methodology for assessing lifecycle costs against this model
          • 3 case studies, examining and costing a range of digital lifecycles
      • The LIFE 2 Project:
        • Aim: to evaluate, refine and further develop the techniques developed in phase one of LIFE
        • Key elements:
          • Review by external economics expert
          • Revision of the lifecycle model and costing methodology
          • 3 new lifecycle case studies
    • 5. LIFE 3 : Estimating preservation costs
      • The LIFE 3 Project:
        • Aim: To develop the ability to estimate preservation costs across the digital lifecycle
        • The Project is developing:
          • A series of costing models for each stage and element of the digital lifecycle
          • An easy to use costing tool
          • Support to enable easy input of data
          • Integration to facilitate use of the results
      Organisational Profile Predicted Lifecycle Cost Cost Estimation Tool Context Content Profile
    • 6. LIFE3 costing tool inputs Organisational Profile Context Content Profile
      • Content Profile
        • Type of Content
        • File format
        • Complexity
        • Volume
      • Organisational Profile
        • Existing infrastructure
        • Preservation policy
        • Legal constraints
      • Context
        • Inflation
        • Hardware costs and trends
        • Staff costs
    • 7. LIFE 3 costing tool outputs – estimated costs Reference Linking Disposal
      • Check-in
      Inspection Obtaining Backup Holdings Update Ordering & Invoicing .... User Support Refreshment Deposit IPR & Licensing .... Access Control Storage Provision Metadata Submission Agreement .... Access Provision Repository Admin Quality Assurance Selection .... Lifecycle Elements Access Re-ingest Preservation Action Preservation Planning Preservation Watch Content Preservation Bit-stream Preservation Ingest Acquisition Creation or Purchase Lifecycle Stage
    • 8. Integration
      • DROID
      • Planets Content Profile
      • FITS
      • DRAMBORA
      • Plato
      • JISC Framework
      Cost Estimation Tool
      • DRAMBORA
      • Planets Preservation Policy
      • Data Audit Framework
      • Context
    • 9. Template approach
      • Detailed inputs, specific outputs
      • Templates for typical content and organisational profiles
      • Auto completion of specific inputs
      • Lower barrier of access
      • Custom profiles
      • Example:
        • Content Profile:
          • Digitised books
          • Large collection (1000000 pages)
    • 10. Current status and key milestones
      • Five months into the project:
        • First iteration of Life models 80% completed
        • Additional data has been collected from digitisation projects
        • A survey is being conducted on storage costs
        • Specification and design of costing tool in progress
      • Key milestones:
        • Feb 2010 – first iteration models for each lifecycle stage
        • June 2010 – tool development and integration complete
        • August 2010 – testing and revision of tool
        • September 2010 – project wrap up
    • 11. Strategic Issues
      • Challenging context
        • Hybrid world, non-digital not dying, funding not increasing
        • Greater variety of content
        • Non-digital usage increasing, security, wear and tear
        • Scale
      • Allocation of resource: ratio of digital to non-digital spending
        • Digital preservation : Non-digital preservation
      • Replacing microfilm surrogacy with digital: digital as a preservation medium
        • Risk
        • Cost
      • Supporting the lifecycle approach
        • Evidence of efficiencies over the medium to long term
    • 12. Preservation Planning
      • Collection management decision making
        • Whether to purchase/acquire/digitise?
      • Selecting an appropriate preservation solution
        • Plato
        • Cost – Risk – Value
        • Preservation requirements
      • Budgeting for expected preservation costs
    • 13. Related work
      • LIFE-SHARE Project
        • Focus on digitisation
        • Activity costing and analysis
        • Skills audit
        • Supporting a preservation and lifecycle approach to digitisation
      • Danish lifecycle costing
        • Focus on format types, migration
      • KRDS2
    • 14. Key challenges, and request for help
      • Content complexity
        • Categorisation of content type / complexity and impact on effort required to preserve
      • Data, activity costing
        • Capturing / contributing costing data
      • Trialling the models, feedback
      More information: www.life.ac.uk
    • 15. Exercise
      • Excel model
        • The Content Profile
        • Refining the calculations
      • Feedback
        • Do you feel that this approach is sound?
        • Have we included all relevant factors?
        • Is the model suitable for the kind of content your repository deals with?
        • Are we making correct assumptions, and is it clear what these are?
        • How could we improve it?

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