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  Preservation Procedure Policy: Preservation Cost Assessment
Related Guidance Policy
Definition/ Description Preservation cost assessment is the identification of all costs related to digital preservation of the collections under care.
Why In order to be able to allocate real life budgets it is important that an organisation knows the costs of different aspects of digital preservation. The policy will describe how the organisation plans to get an overview of the costs in relation to the digital preservation activities.
Risks Although the costs of various preservation activities are directly related to each organisation’s infrastructure, it is important to know the costs of preservation activities in order to plan for budgets and act within the boundaries of the availability of the budget.
Life cycle stage Description and Representation Information, Preservation Planning, Community Watch and Participation, Curate and Preserve
Stakeholder Management: (Financial) will assign and monitor costs versus budgets
Cross Reference Budget
Examples National Library of New Zealand: “Successful digital preservation demands that: Solutions for preserving digital materials must be cost-effective and can be resourced as business-as-usual” Source:,
Control Policy In order to create adequate control policies in relation to costs it is important to have:
  • Available budgets for preservation actions
  • Budgets available in near futureAn example might be:
  • Running costs per object MUST be less than 0.24_ _
Questions to foster discussions
  • Is your organisation aware of the costs of each step in the preservation lifecycle?  
  • Has your organisation undertaken a cost/benefit analysis to ensure that the policies and procedures are cost-effective?
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