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LIFE 3 : Predicting Long Term Preservation Costs

LIFE 3 : Predicting Long Term Preservation Costs. Brian Hole LIFE 3 Project Manager The British Library. IFLA conference 27/02/10. Some Typical Questions first.

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LIFE 3 : Predicting Long Term Preservation Costs

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  1. LIFE3: Predicting Long Term Preservation Costs Brian Hole LIFE3 Project Manager The British Library IFLA conference 27/02/10

  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 = Life cycle Information For E-literature 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 LIFE2 Project: • 1.5 year project • Completed August 2008 • The LIFE3 Project: • 1 year project • Began August 2009

  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 LIFE2 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. Content Profile Cost Estimation Tool Predicted Lifecycle Cost Organisational Profile Context LIFE3: Estimating preservation costs • The LIFE3 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

  6. LIFE3 newspaper case studies • Burney Collection • 1,000,000 pages • From 17th & 18th Century (oldest known) • Very fragile, so high risk. • Surrogates increase life-span of originals. • Project ran from 1995 to 2007, all stages costed and included in the LIFE model. • Generated 6.2 million files, 2.8Tb data. • JISC 1 Newspapers • Another BL newspaper project • 2 million pages • Welsh National Library • 1 million pages

  7. LIFE3: other case studies • E-Journals • Sound Archiving • Web Archiving • Book digitisation • Manuscript digitisation

  8. LIFE3 costing tool inputs • 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 Content Profile Organisational Profile Context

  9. LIFE3 costing tool outputs – estimated costs Lifecycle Stage Creation or Purchase Acquisition Ingest Bit-stream Preservation Content Preservation Access Lifecycle Elements Digitisation Selection Quality Assurance Repository Admin Preservation Watch Access Provision .... Submission Agreement Metadata Storage Provision Preservation Planning Access Control .... IPR & Licensing Deposit Refreshment Preservation Action User Support .... Ordering & Invoicing Holdings Update Backup Re-ingest Obtaining Inspection Disposal Reference Linking • Check-in

  10. Integration • DROID • Planets Content Profile • FITS Cost Estimation Tool • DRAMBORA • Plato • JISC Framework • DRAMBORA • Planets Preservation Policy • Data Audit Framework • Context

  11. 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 newspapers • Large collection (1,000,000 pages)

  12. Current status and key milestones • Six 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

  13. 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

  14. 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

  15. 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

  16. 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

  17. Thank you! More information:www.life.ac.ukbrian.hole@bl.uk

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