Co-funded by the European Union under FP 7 -ICT-2009 -6 Business Cases in Digital Preservation: What, why, how An APARSEN Training Pill, January 2014 Panos Georgiou, panos@lis. upatras. gr University of Patras, Library & Information Center Co-ordinated by aparsen. eu #APARSEN
Co-funded by the European Union under FP 7 -ICT-2009 -6 Training Objectives • • • What is a business case ? Why a business case in digital preservation ? How to build a business cases in digital preservation Business Cases in Digital Preservation: What, why, how An APARSEN Training Pill January 2014 Panos Georgiou, panos@lis. upatras. gr University of Patras, Library & Information Center aparsen. eu #APARSEN
Co-funded by the European Union under FP 7 -ICT-2009 -6 Business case: What is it and what for? Some definitions • • A justification for a proposed project or undertaking on the basis of its expected commercial benefit. . (Oxford Dictionaries) A type of decision-making tool used to determine the effects a particular decision will have on profitability. A business case should show the decision will alter cash flows over a period of time, and how costs and revenue will change. (Business Dictionary) An explanation or set of reasons describing how a business decision will improve a business, product, etc. , and how it will affect costs and profits and attract investments (Cambridge Dictionaries) A business case captures the reasoning for initiating a project or task. It is often presented in a well-structured written document, but may also sometimes come in the form of a short verbal argument or presentation. The logic of the business case is that, whenever resources such as money or effort are consumed, they should be in support of a specific business need. (Wikipedia) Business Cases in Digital Preservation: What, why, how An APARSEN Training Pill January 2014 Panos Georgiou, panos@lis. upatras. gr University of Patras, Library & Information Center aparsen. eu #APARSEN
Co-funded by the European Union under FP 7 -ICT-2009 -6 Business case (key) elements Solution Description Scope/ Motivation Business Case Value proposition Key elements Alternatives Management Costs Benefits Resources Risks Business Cases in Digital Preservation: What, why, how An APARSEN Training Pill January 2014 Panos Georgiou, panos@lis. upatras. gr University of Patras, Library & Information Center aparsen. eu #APARSEN
Co-funded by the European Union under FP 7 -ICT-2009 -6 Why a business case in digital preservation? "A general policy framework, including sustainable custody and funding/business models, needs to be established by the key stakeholders in science and science information and national and EU policymakers. The aim is to establish the roles and responsibilities in building a European Digital Information Infrastructure that allows the access and re-use of research data and ensures their long term preservation. “ http: //ec. europa. eu/information_society/activities/digital_libraries/doc/hleg/reports/hlg_final_report 09. pdf Business Cases in Digital Preservation: What, why, how An APARSEN Training Pill January 2014 Panos Georgiou, panos@lis. upatras. gr University of Patras, Library & Information Center aparsen. eu #APARSEN
Co-funded by the European Union under FP 7 -ICT-2009 -6 Why a business case in digital preservation? • • Massive growth of digital content Archives, Libraries and Museums going digital Fragmentation of research initiatives and market Short-term project-oriented mechanisms initiatives - good work is being discontinued • • • Potential joint actions of current projects in DP - Will generated the need for more systematic and market oriented approach Marketisation (privatization) of public sector Funding by traditional sources is not guaranteed Business Cases in Digital Preservation: What, why, how An APARSEN Training Pill January 2014 Panos Georgiou, panos@lis. upatras. gr University of Patras, Library & Information Center aparsen. eu #APARSEN
Co-funded by the European Union under FP 7 -ICT-2009 -6 Questions to answer • “…. Ensuring that valuable digital assets will be available for future use is not simply a matter of finding sufficient funds. It is about mobilizing resources—human, technical, and financial—across a spectrum of stakeholders diffuse over both space and time. …”, Blue Ribbon Task Force Report on Sustainable Economics for a Digital Planet: Ensuring Long-Term Access to Digital Information • what digital information we should preserve, • who is responsible for preserving, and • who will pay Business Cases in Digital Preservation: What, why, how An APARSEN Training Pill January 2014 Panos Georgiou, panos@lis. upatras. gr University of Patras, Library & Information Center aparsen. eu #APARSEN
Co-funded by the European Union under FP 7 -ICT-2009 -6 Imperatives for sustainable digital preservation • …. according to Blue Ribbon Task Force on Sustainable Digital Preservation and Access - Articulate a compelling value proposition Provide clear incentives to preserve in the public interest Define roles and responsibilities among stakeholders to ensure an ongoing and efficient flow of resources to preservation throughout the digital lifecycle Business Cases in Digital Preservation: What, why, how An APARSEN Training Pill January 2014 Panos Georgiou, panos@lis. upatras. gr University of Patras, Library & Information Center aparsen. eu #APARSEN
Co-funded by the European Union under FP 7 -ICT-2009 -6 Developing a Digital Preservation business case • • Define the opportunity/project - What’s the idea? How is this idea related with your Mission/Vision? Why do you want to do DP? How do expect DP to add value to your content or services? What are the expected benefits? Identify the alternatives - What are the options for implementing your project and specific DP activities? What to preserve? Are you going alone? Involved to partnerships/collaborations? Business Cases in Digital Preservation: What, why, how An APARSEN Training Pill January 2014 Panos Georgiou, panos@lis. upatras. gr University of Patras, Library & Information Center aparsen. eu #APARSEN
Co-funded by the European Union under FP 7 -ICT-2009 -6 Developing a Digital Preservation business case (2) • • Gathering data and estimate time frame - Estimate the different results of each of the alternatives Create time frame for implementation of each of the alternatives Analyze the alternatives - Evaluation of the metrics against each of the alternatives Create a framework to compare them. What metrics § Financial metrics § business performance metrics Compare metrics / make a pros and cons table Business Cases in Digital Preservation: What, why, how An APARSEN Training Pill January 2014 Panos Georgiou, panos@lis. upatras. gr University of Patras, Library & Information Center aparsen. eu #APARSEN
Co-funded by the European Union under FP 7 -ICT-2009 -6 Developing a Digital Preservation business case (3) • • Make a choice and assess the risk - What if the metrics can’t be explained in financial terms? What risks are underlying your choice? Craft a plan for implementing your idea - list of actions due dates primary milestones allocation of resources impact on budget and revenues Business Cases in Digital Preservation: What, why, how An APARSEN Training Pill January 2014 Panos Georgiou, panos@lis. upatras. gr University of Patras, Library & Information Center aparsen. eu #APARSEN
Co-funded by the European Union under FP 7 -ICT-2009 -6 Developing a Digital Preservation business case (4) • Communicate your case - Necessary to have sufficient management buy-in § A communication plan is needed to gain this buy-in § Statements used for convincing decision makers to adopt/approve DP activities ►Accountability for funds used for creating the digital content ►Fullfill legal obligation ►Preservation of research results and data ►Reputation of organization and staff ►Fullfil organization’s mision ►potential revenues to elicit management buy-in Business Cases in Digital Preservation: What, why, how An APARSEN Training Pill January 2014 Panos Georgiou, panos@lis. upatras. gr University of Patras, Library & Information Center aparsen. eu #APARSEN
Co-funded by the European Union under FP 7 -ICT-2009 -6 More on this at: www. aparsen. eu Business Cases in Digital Preservation: What, why, how An APARSEN Training Pill January 2014 Panos Georgiou, panos@lis. upatras. gr University of Patras, Library & Information Center aparsen. eu #APARSEN
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