Lifecycle costing (01-07-09)


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JISC Conference (01-07-09)

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  • Approach – little evidence, so develop estimation approach
  • Bit-stream preservation ► Book storage provision Content preservation ► Conservation procedures
  • 2 spreadsheets Legal deposit Newspapers Burney Digital
  • 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 its digital collections. 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?
  • Lifecycle costing (01-07-09)

    1. 1. Lifecycle Costing The LIFE Project Richard Davies Digital Approvals Manager, The British Library JISC Digital Content Conference 1 July 2009
    2. 2. Outline <ul><ul><li>Overview of the project </li></ul></ul><ul><ul><li>So far – LIFE1 and LIFE2 </li></ul></ul><ul><ul><li>Case Studies </li></ul></ul><ul><ul><li>Next steps – LIFE3 </li></ul></ul>
    3. 3. LIFE Projects overview L ifecycle I nformation F or E -literature LIFE 1 year Completed in April 2006  LIFE2 1½ years Completed August 2008  LIFE3 1 year Begins August 2009 
    4. 4. The LIFE Model (v2) 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
    5. 5. The LIFE Model (v2) Lifecycle Sub-element Lifecycle Element Lifecycle Stage Lifecycle
    6. 6. LIFE Model v2: Sub-elements <ul><li>Ensuring the Model is clear and unambiguous to apply: </li></ul><ul><ul><li>Detailed definitions </li></ul></ul><ul><ul><li>Sub-element descriptions </li></ul></ul><ul><li>Sub-elements are suggested functions or activities only </li></ul>Record QA metadata QA Metadata (metadata) Action to mitigate quality issues (might include virus cleaning or re-ordering or obtaining the digital object) Mitigation (action) Assessment of whether the content of the digital object is of an expected, agreed or sufficient level of quality. Typically, a manual process on a sample of the ingested objects Content Examination (action) Characterisation of the digital object. Identification of file format, and assessment of whether the object is valid, well formed, and/or renders correctly with current access software QA Characterisation (action) Description of quality requirements and required mitigation actions should quality requirements not be met. Policy for sampling of objects for QA (if appropriate) QA Policy (policy/procedure) Explanation / notes Sub-elements of Quality Assurance
    7. 7. Case Studies <ul><li>LIFE1: </li></ul><ul><li>Voluntary Deposit </li></ul><ul><li>Web Archiving </li></ul><ul><li>eJournals </li></ul><ul><li>LIFE2: </li></ul><ul><li>SHERPA LEAP </li></ul><ul><li>SHERPA DP </li></ul><ul><li>Newspapers – analogue and digital </li></ul>
    8. 8. Case Study Outputs <ul><ul><li>Full Case Study Write-up </li></ul></ul><ul><ul><li>Workflow diagram </li></ul></ul><ul><ul><li>Methodology </li></ul></ul><ul><ul><li>Costing Spreadsheet </li></ul></ul><ul><ul><li>Website </li></ul></ul><ul><ul><li>LIFE Blog </li></ul></ul>
    9. 10. LIFE3 – Estimating costs across the lifecycle <ul><li>Cost estimation across the whole of the digital lifecycle </li></ul><ul><li>Builds on concepts developed in the Generic Preservation Model </li></ul><ul><li>Support for users of existing LIFE work by automating lifecycle data capture </li></ul><ul><li>Collaboration with HATII at University of Glasgow, to build on the DRAMBORA assessment tool </li></ul>
    10. 11. LIFE3 – Approach to cost estimation <ul><li>User provides a profile of the content to be preserved and details of the organisational context </li></ul><ul><li>2 approaches to explore: </li></ul><ul><ul><li>Input of low level profile data such as number and size of objects </li></ul></ul><ul><ul><li>Templates for both content and organisational inputs for broader categories of inputs and organisational context </li></ul></ul>Basic Content Profile Predicted Lifecycle Cost Cost Estimation Tool Organisational Profile
    11. 12. LIFE3 Vision <ul><ul><li>Assessing new digitisation projects </li></ul></ul><ul><ul><li>Finite funding – prioritisation </li></ul></ul><ul><ul><li>Cost of migrating existing content </li></ul></ul><ul><ul><li>Analysing existing projects </li></ul></ul>
    12. 13. Some observations Invest up front to save more money later in the lifecycle. Justification to invest is critical. Cost remains one of the most important factors in timing and selecting an appropriate preservation strategy. Targeting development resource on the bottle necks of preservation activity will return the greatest savings for the end user and the best return on investment for the funder. Digital preservation costing is still in its infancy and it remains a challenge particularly if applied retrospectively.
    13. 14. Thank you. <ul><ul><li>LIFE Team </li></ul></ul><ul><ul><li>Acknowledgements </li></ul></ul><ul><ul><li>Paul Ayris </li></ul></ul><ul><ul><li>Rory McLeod </li></ul></ul><ul><ul><li>Rui Miao </li></ul></ul><ul><ul><li>Helen Shenton </li></ul></ul><ul><ul><li>Paul Wheatley </li></ul></ul>e [email_address] t +44 (0) 20 7412 7182 011011010101010110011101001101101010101011001110100110110101010101100111010011011010101010110011101001101101010101011001110101100101100111010110