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Electronic Records Management Guidelines

Business Case for Digital Preservation
Annotated List of Resources

Primary Resources:

Blue Ribbon Task Force on Sustainable Digital Preservation and Access 
http://brtf.sdsc.edu/

The final report from the Blue Ribbon Task Force “Sustainable Economics for a Digital Planet: Ensuring Long-Term Access to Digital Information” published in February 2010 discusses issues surrounding the sustainability of digital preservation.  

Dawes, Sharon S. et al. Making Smart IT Choices: Understanding Value and Risk in Government IT Investments. Center for Technology in Government. April 2004.
http://www.ctg.albany.edu/publications/guides/smartit2/smartit2.pdf

This document sets the stage with defining and describing the essential elements of a business case.  The descriptions are followed by further explanations, and specific examples making it easy to understand and follow along.  Practical advice for working with diverse audiences is given as well as stressing the importance of identifying and understanding your various audiences and stakeholders.   Focus on chapters three and four of this resource as these are the ones that discuss how to prepare and present a business case.  

Digital Preservation Coalition
http://www.dpconline.org/

Based in the United Kingdom, the Coalition has published reports and case studies on long-term digital preservation that address issues business cases cover.  

Erpanet. Business Models related to Digital Preservation. Amsterdam. September 20-22, 2004.
http://www.erpanet.org/events/2004/amsterdam/Amsterdam_Report.pdf

Provides information on preservation issues and business models within the public and cultural heritage sectors.  Financial issues are discussed as well as relating practical experience to specific business models.

GeoMAPP: Geospatial Multistate Archive and Preservation Partnership. Geospatial Archiving Business Planning. 2008-2011. Erpanet. Business Models related to Digital Preservation. Amsterdam. September 20-22, 2004.
http://www.geomapp.net/publications_categories.htm

GeoMAPP is a National Digital Information and Infrastructure Preservation Program Project (NDIIPP) focused on the preservation of geospatial data.  State partners have explored and created business cases specifically for GIS data.  Currently the project websites have resources that include a template for completing a systems inventory, a PDF of a PowerPoint about business planning and getting stakeholder buy-in, a poster on building a business plan, and links to Utah’s business cases. By the end of December 2011 they will also have some additional tools and resources available. 

 

Additional Resources:

Business Case Examples

Dollar, Charles. Digital Preservation Readiness Capability Maturity Model and Digital Preservation Readiness Balanced Scorecard; Digital Preservation Planning Project. Delaware Division of Libraries and the Delaware Digital Preservation Steering Committee. August 3, 2007.
http://state.lib.de.us/For_Libraries/Planning/Digitization/Digitization%20Deliverable%202_final%20Draft8-10-07_XX.pdf

Discusses the development of a digital preservation framework for the state of Delaware.  This paper covers the topics of roles and responsibilities, policy, strategy, collaborative awareness, technological expertise, adoption of neutral open standard formats, storage management, planned media renewal, digital object integrity, digital object security, preservation metadata, and access of digital materials.  Cost estimates are also discussed. 

Office of Secretary of State, Georgia Archives. Business Case for the Digital Archives of Georgia (DAG). August 2007.
http://sos.ga.gov/archives/who_are_we/rims/digital_History/documents/DAG_%20Business_Case_v2%201.pdf

Georgia’s business case.  Includes sections for an executive summary, business need/problem, project objectives, recommended solution, timeline, challenges, assumptions, benefits, and for risks and critical dependencies.

State of Utah. Business Plan for Archival Preservation of Geospatial Data Resources. December 30, 2008.
http://www.geomapp.net/docs/Utah_Business_Plan_Geospatial_%20Archive_2008.pdf

An example of a business case that specifically addresses geospatial data.  The business case includes the following sections: an introduction, goals, program benefits, program requirements and costs, organizational approach, and implementation plan.

Utah Department of Administrative Services, Division of State Archives. Electronic Records Management Business Case.
http://www.geomapp.net/docs/ut_ERMBusinessCase.pdf

Includes goals, business drivers, challenges and issues, risks, recommendations and next steps with managing state electronic records.  

 

 

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Electronic Records Management Guidelines, March 2012, Version 5.

Links verified March 6, 2012.