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This is the process that a practitioner should follow to build this section of the business case. This should be a numbered list!

  1. Identify the time period relevant to the business case (e.g. are you asking for a one-off lump sum, or recurring costs over 5 years)
  2. What are your business requirements for digital preservation? (short-term, long-term, mandate, legal???) and factor this into the costs
  3. What is the scale of the programme you are proposing? (Is it a project, phased, or full blown program???)
  4. Files types (assets)(what part of the collection or collections are you proposing to preserve)
  5. What is the current environment? Do you have internal capacity? appetite?
  6. What type of system and processes are you proposing (external system (with minimal on-site support or in-house development)
  7. Identify different types of options for achieving the objectives
  8. Identify how much has (or is) already been spent on this activity
  9. Identify cost parameters associated with different options (use APARSEN report for guidance)
  10. Identify costs per parameter for each option (preferably using a published cost model)
  11. Identify potential sources of funding (internal, external, core, project)
  12. Staffing (Current capacity, can you move staff, how agile is the organization to move people around?)
  13. Training, Immediate and Continuous (skills and skills gap) (what is your current state? Do you need to skill up quickly or keep people in-the-loop)


This should describe the contents or structure of the business case, resulting from following the Process above

  1. Re-specify objectives of business case
  2. Identify options (informed by 4, 5, 6 and 7 above)
  3. Specify cost associated with each option - informed by 7, including 9 and 10, specified per annum (see 1)
  4. Identify source of funding for the project - see 8 - for duration of business case validity


Scenario 1: HE institution business case for a new repository system

1. Determine/estimate costs for infrastructure: 
2. Determine/estimate costs for training
3. Determine/estimate costs for staffing
4. Recurrent costs

Scenario 2: Local archive business case for a digital preservation officer Scenario 3: Large CH institution moving to third pary service provider


Notes relevant to tailoring this section to the appropriate audience and communicating the the business case to that audience Find out about accounting principles and communicate business case using appropriate financial terminology, eg ROI, FEC,


These are external resources of relevance to this section. Links can be incorporated into the text above if that is more useful

APARSEN D32.1 Report on cost parameters for digital repositories

APARSEN D32.2 report under review, link to be added when published.

Minnesota Historical Society cost modeling.

Minnesota Historical Society. Digital Preservation Case Study Information.