Building a Business Case: or, why undertake digital preservation? Patricia Sleeman Archivist.
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Transcript of Building a Business Case: or, why undertake digital preservation? Patricia Sleeman Archivist.
2010/03 DPTP - SOAS March 2010 2
• How do you communicate the value of information objects to decision-makers?– Speak in a language they understand– ‘Because it is important’ is not persuasive
enough!
2010/03 DPTP - SOAS March 2010 3
Three strategies
1. Risk is the only motivator
2. Challenge assumptions (including your own)
3. Use DP to support your Organisation
2010/03 DPTP - SOAS March 2010 4
Risk as the only motivator
• Don’t think of DP as a 'product' that makes money
• Rather as a long-term risk management strategy that protects the organisation– Companies being asked to keep ‘living wills’
to ensure continuity in case of disaster
2010/03 DPTP - SOAS March 2010 5
Business Risk Management
• British Standard 31100 - Code of practice for risk
management• UK Office of Government Commerce’s
Management of Risk• ISO 31000:2009: Risk Management – Principles
and Guidelines (published 13.11.2009)• BS ISO 14721:2003 Reference Model for an
Open Archival Information System (OAIS)
2010/03 DPTP - SOAS March 2010 6
Measuring risks
• Define what the risks of digital loss are and how they will directly affect your organisation
• Records management risks
• Financial risks
• Reputational risks
2010/03 DPTP - SOAS March 2010 7
Tools for measuring risks
• BS 31100: Code of practice for risk management currently being drafted
• DRAMBORA risk assessment tool• PLANETS tools for identifying, assessing
and mitigating risk– PLATO preservation planning tool– Characterisation service– Core registry– Testbed
2010/03 DPTP - SOAS March 2010 8
Some risk triggers
• Change in policy
• Change in business environment: e.g. merger, staff loss
• Change in technical environment
• A disaster!
• IMPORTANT to update and review risks periodically and during these times.
2010/03 DPTP - SOAS March 2010 9
Challenge assumptions(yours and theirs)
• Don't always assume they will think it is a ‘good idea’
• Don’t assume it is going to be expensive• Don’t assume preservation is forever• Don’t assume someone it is someone
else’s problem• Don’t assume it is a technology-only
problem(Chris Rusbridge 2006)
2010/03 DPTP - SOAS March 2010 10
Use DP to support your organisation
• Connect to business drivers– “The digital preservation policy should be integrated into
business drivers, activities and functions e.g. regulatory compliance, staff development, applied technology, academic excellence. Try to map these to digital preservation benefits.”
Beagrie, Digital Preservation Policies Study (2008)
2010/03 DPTP - SOAS March 2010 11
Use DP to support your organisation
• Analyse existing policies– “Identify what exists in your organisation in terms of high level
policies and schedules, for example policies on financial, staffing or risk assessment. Highlight relevant policies and clauses. Be aware of any other detailed workflow documents within other divisions. Once you have identified them, the mappings in this study will help highlight how digital preservation can tie into even very high level policy clauses.”
Beagrie, Digital Preservation Policies Study (2008)
2010/03 DPTP - SOAS March 2010 12
Use DP to support your organisation
• Phasing
• Raise awareness
• Survey colleagues
• Scope
• Technology
• Digital Life Cycle
Beagrie, Digital Preservation Policies Study (2008)
2010/03 DPTP - SOAS March 2010 13
Other approaches
• Gather statistics and other evidence
• Consider alternatives
• Investigate legal mandate
• Incentives
• Use cost models
• Measure yourself
2010/03 DPTP - SOAS March 2010 14
Statistics
• Usage of digital assets
• Web traffic
• Occupancy of disk space
• Numbers of unsupported file formats in use
• Other evidence, such as location of dispersed assets
2010/03 DPTP - SOAS March 2010 15
Alternatives
• Before you speak to your HOD or Business Manager, convince them that you have looked into all the other options and costed them out.
• Some organisations will still think it's cheapest (and best) to just keep buying local hard drives to store their materials, instead of building a repository.
2010/03 DPTP - SOAS March 2010 16
Legal mandate
• National Archives and Libraries will have guaranteed inscribed legal reasons to collect and preserve
• Your organisation may have other compelling legal drivers
• Explore all of them and find what will enable digital preservation to take place
2010/03 DPTP - SOAS March 2010 18
Cost models
• How much it costs to preserve X digital objects over time, the implications of inaction
• Important to get concrete cost figures since no senior management will be prepared to write a blank cheque – Staff costs– Hidden costs (See The arXiv.org archive)
• Models– LIFE
2010/03 DPTP - SOAS March 2010 19
Measure yourself
• Use measurement tools– E.g. AIDA based on five stages/3 legs – self-
assessment for the Institution
2010/03 DPTP - SOAS March 2010 20
Resources
• ESPIDA: http://www.gla.ac.uk/espida/• PrestoSpace: Deliverable D12.7, The
Case for Investment in Digital Archives• DRAMBORA toolkit:
www.repositoryaudit.eu• PLANETS:
http://www.planets-project.eu/software/• BS 31100 Code of practice for risk
management