Difference between revisions of "Why are we writing a business case?"

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When writing the business case consider the audience and appropriate tone and level while writing, you may need to write two versions (high-level and an implementer case in order to sell the activities)
[[File:Question why.png|400px|right|Why?]]
Why is digital preservation important to your organization, department, and collection? The question of '''why''' focuses on the strategic vision, and the most significant or top-line benefits.


Why is digital preservation important to you organization, department, and collection?
====Why should digital preservation be made a priority?====
Why should I make digital preservation a priority?
*Take a look at how digital preservation supports your organiation's mission and how it aligns with your strategy.
Take a look at how digital preservation supports your organiation's mission and how it aligns with your strategy.  
*What value can be dervied for the community that is served by the organisation. Some of this will be immediate (e.g. a particular user or project), some of this is opportunity for the long-term (e.g. building research collections for the future).
Are there external factors influencing how digital preservation impacts your oganisation's mission or reputation?
*Benefits will be different for different stakeholders
**Individual user - for their reuse now and in the future, to support their research/educational/commercial objectives, to make it easier to discover
**Community - to support new areas of activity, eg research programmes or policy development
**Organisation - to fulfil mission, serve the commnunity, become more efficient, increase reputation, opportunities for collaboration, investment and further funding
*Think about about addressing risk (something is under threat) or exploiting opportunity (things could be better).


Are you or your department responsible for long-term or short-term collection retention and access?
====Why will digital preservation make the collections easier to access and re-use?====


if yes, understand the importance of the assets to the institution and users and the scope of collection
*Properly executed, digital preservation should make it easier to give the right information to the right people quickly and in a format they can use. Moreover having a thoughtful preservation plan means you can confidently begin to delete content that is needlessly duplicated resulting storage cost savings.
if no, review your collection policy to ensure you haven't missed anything.


Is your department responsible for digital preservation or some aspect of digital collection care?
====What are the expectations of your organisation and your users in relation to your management of the collections?====
if yes, proceed with writing the business case
*understand your current environment,strategic objectives infrastructure and stakeholders. 
*partner with your IT staff (internal or external supplier).
*how ready is your organization for digital preservation: what infrastructure is there?
*what scale of preservation are you hoping to undertake?
*ensure that people understand what you are trying to achieve at an early stage.
if no, find out who in your organization needs to be consulted in writing the case.


Will digital preservation fulfill the organisation's mission and business objectives?  
*Part of your business case may be that investment in digital preservation may be essential to maintaining your standard of service to end users. It may also be a part of changing user expectation e.g. the ability to find and reuse research data.
*Are there new policies e.g. in relation to open data being developed and adopted in your orgainsation?
*Do you need to plan for, invest in, grow, or develop areas in your organization to mitigate risks in relation to:
**Collections? (information loss, obsolescence, ...)
**Department? (inability to fulfil strategic objectives. IT)
**Organisation? (reputational damage, loss of income generating capacity with lack of access to assets)
**Users? (loss of access to collections)
**Depositors? (lack of confidence in repository)


Will digital preservation further the reputation and provide the ability for collaboration, investment and further funding?
====Further information:====
Will digital preservation enable more effective exploitation of assets and maximisation of their use and re-use?
 
Will digital preservation make the collections easier to access and re-use?
 
    If No: you're doing something wrong.  Go back and look at what you are doing and make sure that you have remembered
    to include access to the collection.
    If Yes: then you're doing something right.  Properly executed, digital preservation should make it easier to give
    the right information to the right people quickly and in a format they can use. In practice, the work you might need
    to do to make a collection re-usable and accessible is very close to the work that you would need to do to preserve a
    digital collection too.  Moreover having a thoughtful preservation plan means you can confidently begin to delete
    content that is needlessly instead of duplicated. 
 
What are the expectations of your organisation and your users in relation to your management of the collections?
 
do you need to plan for, invest in, grow, or develop areas in your organization to mitigate risks in relation to:
*Collections? (information loss, obsolescence, ...)
*Department? (inability to fulfil strategic objectives. IT)
*Organisation? (reputational damage, loss of income generating capacity with lack of access to assets)
*Users? (loss of access to collections)
*Depositors? (lack of confidence in repository)
 
 
 
 
Further information:
* Strategy documents (collections development policies, organisational/departmental strategies, mission statements)
* Strategy documents (collections development policies, organisational/departmental strategies, mission statements)
* Benefits examples and methodologies
* Risk assessment methodologies
* Risk assessment methodologies
* Sample business cases
* Preservation case studies - horror stories and success stories
* Preservation case studies - horror stories and success stories

Latest revision as of 14:28, 8 August 2013

Why?

Why is digital preservation important to your organization, department, and collection? The question of why focuses on the strategic vision, and the most significant or top-line benefits.

Why should digital preservation be made a priority?

  • Take a look at how digital preservation supports your organiation's mission and how it aligns with your strategy.
  • What value can be dervied for the community that is served by the organisation. Some of this will be immediate (e.g. a particular user or project), some of this is opportunity for the long-term (e.g. building research collections for the future).
  • Benefits will be different for different stakeholders
    • Individual user - for their reuse now and in the future, to support their research/educational/commercial objectives, to make it easier to discover
    • Community - to support new areas of activity, eg research programmes or policy development
    • Organisation - to fulfil mission, serve the commnunity, become more efficient, increase reputation, opportunities for collaboration, investment and further funding
  • Think about about addressing risk (something is under threat) or exploiting opportunity (things could be better).

Why will digital preservation make the collections easier to access and re-use?

  • Properly executed, digital preservation should make it easier to give the right information to the right people quickly and in a format they can use. Moreover having a thoughtful preservation plan means you can confidently begin to delete content that is needlessly duplicated resulting storage cost savings.

What are the expectations of your organisation and your users in relation to your management of the collections?

  • Part of your business case may be that investment in digital preservation may be essential to maintaining your standard of service to end users. It may also be a part of changing user expectation e.g. the ability to find and reuse research data.
  • Are there new policies e.g. in relation to open data being developed and adopted in your orgainsation?
  • Do you need to plan for, invest in, grow, or develop areas in your organization to mitigate risks in relation to:
    • Collections? (information loss, obsolescence, ...)
    • Department? (inability to fulfil strategic objectives. IT)
    • Organisation? (reputational damage, loss of income generating capacity with lack of access to assets)
    • Users? (loss of access to collections)
    • Depositors? (lack of confidence in repository)

Further information:

  • Strategy documents (collections development policies, organisational/departmental strategies, mission statements)
  • Benefits examples and methodologies
  • Risk assessment methodologies
  • Preservation case studies - horror stories and success stories