Guide to Ensuring Access to the Publications and Data of Federally Funded Transportation Research (2020)

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CHAPTER 11. Estimating and Managing Costs Balancing Costs and Benefits Meeting essential requirements introduces both costs and benefits. State DOTs and other transportation research institutions should aim to balance the costs with the benefits they expect to derive from achieving both essential compliance with essential requirements and going beyond the minimum. The balance point is the scale and scope of an organization’s research effort. If an organization has only one or two researchers doing federally funded research, the focus should be on meeting essential requirements in the most cost-effective way. In this case, the costing strategy might focus solely on those individual researchers. Organizations that have larger research teams operating on funding from federal and other sources should have an organizational level strategy for calculating costs and benefits. This chapter will help organizations understand which cost factors apply and how to use such factors to create a cost model. This chapter presents cost models in a way that allows an organization to tailor a solution to its specific situation. Benefits of Managing Research Products and Data The benefits of achieving essential compliance with federally funded research requirements is straightforward — it can be simply calculated as the dollar value of any future research proposal submitted. When an organization is not compliant, future proposals may not be funded. The long- term benefits of applied and theoretical research are difficult to quantify, particularly at project inception or the proposal stage. Research organizations should begin their cost–benefit analysis by making their best estimate of the benefits they expect to accrue on the basis of the level of research production and engagement in the Open Science model. Estimating the Cost of Meeting Essential Requirements There are two levels at which an organization must think about and manage costs: (1) the individual researcher level, which must include cost estimates for managing research products in data management plans (DMPs), and (2) the organizational level, which must include cost estimates across all research projects. 11. E S T IM A T IN G & M A N A G IN G C O S T S In This Section » Balancing Costs and Benefits » Cost Factors: Essential Requirements for the Research Organization » Cost Factors: Essential Requirements for Individual Researchers » Cost Factors: Going Beyond in Repository Management » Chapter Checklist 91

92 11. Estimating and managing Costs Cost Factors: Essential Requirements for the Research Organization The most effective strategy starts at the organizational level and focuses on meeting essential requirements. State DOTs and research institutions should begin by estimating how much it will cost to meet essential requirements over a period of 3 to 5 years. Organizational level cost estimates will depend on the organization’s choices. As such, cost estimates can be derived by aligning choices with cost factors and building those cost factors into a formal cost model. Once the organizational level cost models are established, the project-level cost estimates can be modeled on them. Having a stable formula for researchers to use will ensure consistency across projects and facilitate acceptance by funding agencies, whether public or private. Furthermore, once the cost models are established, the organization will have a well-defined cost-recovery strategy for supporting research products management. Cost Factors Table 6 provides a high-level description of the types of costs a research organization should expect to incur when complying with U.S. DOT essential requirements. Organizations should consider their essential Step Focus Cost Factors 1 Raise awareness of federal policies • Communication • Content development costs 2 Raise awareness of essential requirements • Training development & delivery costs 3 Raise awareness of Open Science vision & going beyond the minimum • Communication costs • Content development costs 4 Develop long- and short-term strategies • Administrative overhead costs • Meeting and consultation costs 5 Identify stakeholders and assign roles and responsibilities • Human resources costs • New personnel costs 6 Manage research text products • Training development & delivery costs • Content data management costs • New personnel costs 7 Manage research data • Training development & delivery costs • New personnel costs • Repository subscribe, buy, or make costs 8 Develop data management plans • Training development & delivery costs • Content data management costs • New personnel costs 9 Develop costing strategies • Administrative overhead costs • Meetings and consultation costs 10 Assess progress against requirements • New personnel costs Table 6. Cost Factors for Meeting Essential Requirements ? ? ? Essential

93 11. Estimating and managing Costs compliance strategy, which focuses either on the individual researcher or the research organization, to identify the costs incurred. The costs will be specific to the organization as a whole and the short- and long- term goals. Organizational Cost Models Organizational cost models should be designed around the cost factors identified in the strategy and account for the scale of the investment needed to achieve its goals. While not all state DOTs and transportation research institutions will have sufficient research efforts to justify a cost model and budget for a full-service solution, every state DOT and research institution should have a good understanding of the cost factors and plan for managing costs and funding at all levels. There are eight cost factors for which consistent costing strategies should be developed. Each factor is described below. Administrative Overhead Costs are one-time sunk costs. Cost estimates for this factor are calculated on the basis of administrative salaries and project time estimates and should be available from human resources. Communications Costs are one-time sunk costs. These costs will include communication methods and systems as well as the salaries and time of communications specialists. Policy Content Development Costs are one-time sunk costs. These costs are calculated on the basis of administrative and analyst salaries and would be available from human resources. Human Resources Costs are one-time sunk costs. Human resources personnel will be engaged in revising job descriptions to include new responsibilities associated with essential requirements. Meeting and Consultation Costs are one-time sunk costs. In some organizations, developing the local policy and the local practice will mean consulting with stakeholders within and across the organization. The time and costs to conduct these meetings should be built into the cost model. New Personnel Costs are recurring operational costs. Because new roles or expanded responsibilities have been defined, the research organization should expect to incur additional ongoing operational costs. Data Repository Subscribe, Buy, or Make Costs are recurring operational costs. Most state DOTs will choose to subscribe to or buy a membership in an existing repository rather than create or buy a repository solution. At a minimum, the state DOT should expect to incur annual subscription fees and per project or per publication There are eight cost factors for which costing strategies should be developed. ? ? ?

94 11. Estimating and managing Costs Figure 9. Tools to Help: Planning for Costs Several generic cost spreadsheets are available online and can be examined to understand principles for calculating repository costs. NASA Cost Estimation Tool https://opensource.gsfc.nasa.gov/projects/CET/index.php The Cost Estimation Toolkit (CET) is designed to provide NASA budget estimators, principal investigators, project managers, and resource planners with the capability to generate life-cycle cost estimates for implementing, operating, and maintaining a science data system. UC3 Total Cost of Preservation (TCP): Cost Modeling for Sustainable Services https://confluence.ucop.edu/display/Curation/Cost+Modeling Only the costs pertaining to preservation service providers are considered. The TCP analysis encompasses the full economic costs associated with the long-term preservation of digital assets, although the resulting price models can be easily customized to deal only with various subsets of those costs as a matter of local policy. Curation Costs Exchange http://www.curationexchange.org/ The Curation Costs Exchange (CCEx) is a community-owned platform that helps organizations of any kind assess the costs of curation practices through comparison and analysis. The CCEx aims to provide real information about costs to help users make more informed investments in digital curation. See also the OPF Digital Preservation and Data Curation Costing and Cost Modeling website: http://wiki.opf-labs.org/display/CDP/Home charges for data storage. Repositories may offer discounts for per project or per data set storage to organizations paying an annual subscription or membership fee. In some cases, fees for individual data set storage may be waived. As these pricing models may vary over time, the Guide suggests that state DOTs consult directly with the repositories. The Dryad repository (see Chapter 2) provides a clear description of its costing and pricing models. This is a good place to start to understand the options.

95 11. Estimating and managing Costs Training Development and Delivery Costs are both one-time sunk and recurring operational costs. The development of training materials is primarily a one-time upfront cost. However, as policies and practices expand, there will be a need to update training. Training delivery is an ongoing cost — as new researchers join the organization, they will require training. All support roles will also require training. Tracking training compliance is also an ongoing cost the organization should expect to incur. Project and Proposal Cost Estimates There are two basic types of costs associated with meeting essential requirements: one-time sunk costs and recurring project costs. Depending on the scale and scope of your organization’s research effort, the one-time sunk costs may be minimal. State DOTs and research institutions may be able to absorb these costs without building them into the cost recovery proposals for research projects. If the scale of research is greater, though, these organizations will need to build these upfront and ongoing costs into a cost recovery strategy for individual research projects. From the general cost model, a cost calculator or estimation tool might be provided for researchers to use in determining costs for DMPs. In developing the cost calculator, organizations should strive for cost estimates that will cover the organization’s costs and will be considered reasonable by funding agencies. Research institutions should consult with personnel from research and sponsored project management units for guidance on calculating costs for individual research projects. Existing models may be in place and available for adaptation. (See Figure 9.) Cost Factors: Essential Requirements for Individual Researchers Cost Factors for Report Preservation Since the National Transportation Library provides a registry and repository for all reports that fall under the purview of the U.S. DOT Public Access Plan, the cost of compliance most likely will be low. In addition, planning ahead significantly reduces costs, while registering the project and researcher Open Researcher and Contributor ID (ORCID) identifiers with the TRB Research in Progress (RiP) database at the beginning of the project enables tracking to start early and project identifiers to be created and linked. All project deliverables are subject to the U.S. DOT requirement, and these can be identified at the project start. Additionally, a DMP identifies the items to be preserved and details how they should be handled throughout the project. Ultimately, the time spent writing and following the DMP will save time later. Table 7 summarizes essential requirements and possible activities and their associated costs. ? ? ? For more detail on cost factors, visit: https://www. ukdataservice.ac.uk/ manage-data/plan/ costing

96 11. Estimating and managing Costs Activity Questions to Consider Associated Costs DATA DESCRIPTION • Are data in a spreadsheet or database clearly marked with variable and value labels, code descriptions, missing value descriptions, etc.? • Do textual data such as interview transcripts need description of context (e.g., included as a heading page)? Low to no additional cost incurred if data description is carried out as part of data creation, input, or transcription. Higher cost incurred if added afterward. ? ? ? Tip: Codebooks for data sets can often be easily exported from software packages. DATA CLEANING • Do quantitative data need to be cleaned, checked, or verified before sharing (e.g., check code validity, anomalous values)? • Will data match documentation (e.g., same number of variables, cases, records, files)? Low to no additional cost incurred if carried out as part of data entry and prep before analysis. Higher cost incurred if needed afterward. DOCUMENTATION • Do you have documentation for the data that describes the context and methodology of how the data were gathered, created, processed, and quality controlled? Low to no additional cost incurred if all data creation steps are well documented and documentation is kept well organized during research. Higher cost incurred if documentation is written or compiled specifically afterward. ? ? ? Tip: Often essential contextual and methods documentation will be written up in publications and reports. METADATA • What metadata need to be created when data are shared via a selected data center or archive (e.g., completing a deposit form for the data repository)? Low to no additional cost incurred. Completing a repository deposit form may take 1-2 hours. ? ? ? Tip: Data repositories will generally have their own metadata forms, so it is important to select a repository and know the requirements early in the process. FORMATTING & ORGANIZING • Are your data files, spreadsheets, interview transcripts, records, etc. all in a uniform format or style? • Are files, records, and items in the collection clearly named with unique file names and well organized? Low to no additional cost incurred if planned beforehand by developing templates and forms for individual data files (transcripts, spreadsheets, databases) and constructing clear file structures. Higher cost incurred if added afterward. ? ? ? Tip: Free software exists for batch file renaming to harmonize file names. TRANSCRIPTION • Will you transcribe qualitative data (e.g., recorded interviews or focus group sessions) as part of your research; or will you need to do this specifically so data can be more easily shared and reused? • Is full or partial transcription needed? • Is translation needed? • Will you need to develop a standard transcription template or transcription guidelines to ensure consistent formatting? Higher cost incurred if not planned as part of research practice. ? ? ? Tip: (1) Consider cost of (time needed for) developing procedures, templates, and guidance for transcribers. (2) Calculate time needed for transcription — 4 to 8 hours per hour recording. (3) Use transcribing calculator: https://www.socialsciences.manchester.ac.uk/ morgan-centre/research/resources/toolkits/toolkit-15/. DIGITIZATION • Do analog or paper-based research data (maps, newspaper clippings, photographs, images, text) need to be digitized to increase their potential for sharing? Low to no additional cost incurred for simple image scanning of text. Remember to include cost of time to scan. Higher cost incurred if (1) additional equipment or software is needed for scanning or conversion; (2) optical character recognition is required, with manual checking for accuracy (revising entire scanned text); or (3) manual data entry or typing is needed (e.g., to digitize tabular data). FILE FORMAT • Do data need to be converted to a standard or open format with long- term validity for long-term preservation? Higher cost incurred for audiovisual data (converting to open digital formats can be time consuming or require special equipment and/or software) and for databases (conversions may require checking for truncation, loss of metadata or annotation, loss of relationships, etc.). Table 7. Essential Requirements and Possible Activities with their Associated Costs

97 11. Estimating and managing Costs Activity Questions to Consider Associated Costs DATA DESCRIPTION • Are data in a spreadsheet or database clearly marked with variable and value labels, code descriptions, missing value descriptions, etc.? • Do textual data such as interview transcripts need description of context (e.g., included as a heading page)? Low to no additional cost incurred if data description is carried out as part of data creation, input, or transcription. Higher cost incurred if added afterward. ? ? ? Tip: Codebooks for data sets can often be easily exported from software packages. DATA CLEANING • Do quantitative data need to be cleaned, checked, or verified before sharing (e.g., check code validity, anomalous values)? • Will data match documentation (e.g., same number of variables, cases, records, files)? Low to no additional cost incurred if carried out as part of data entry and prep before analysis. Higher cost incurred if needed afterward. DOCUMENTATION • Do you have documentation for the data that describes the context and methodology of how the data were gathered, created, processed, and quality controlled? Low to no additional cost incurred if all data creation steps are well documented and documentation is kept well organized during research. Higher cost incurred if documentation is written or compiled specifically afterward. ? ? ? Tip: Often essential contextual and methods documentation will be written up in publications and reports. METADATA • What metadata need to be created when data are shared via a selected data center or archive (e.g., completing a deposit form for the data repository)? Low to no additional cost incurred. Completing a repository deposit form may take 1-2 hours. ? ? ? Tip: Data repositories will generally have their own metadata forms, so it is important to select a repository and know the requirements early in the process. FORMATTING & ORGANIZING • Are your data files, spreadsheets, interview transcripts, records, etc. all in a uniform format or style? • Are files, records, and items in the collection clearly named with unique file names and well organized? Low to no additional cost incurred if planned beforehand by developing templates and forms for individual data files (transcripts, spreadsheets, databases) and constructing clear file structures. Higher cost incurred if added afterward. ? ? ? Tip: Free software exists for batch file renaming to harmonize file names. TRANSCRIPTION • Will you transcribe qualitative data (e.g., recorded interviews or focus group sessions) as part of your research; or will you need to do this specifically so data can be more easily shared and reused? • Is full or partial transcription needed? • Is translation needed? • Will you need to develop a standard transcription template or transcription guidelines to ensure consistent formatting? Higher cost incurred if not planned as part of research practice. ? ? ? Tip: (1) Consider cost of (time needed for) developing procedures, templates, and guidance for transcribers. (2) Calculate time needed for transcription — 4 to 8 hours per hour recording. (3) Use transcribing calculator: https://www.socialsciences.manchester.ac.uk/ morgan-centre/research/resources/toolkits/toolkit-15/. DIGITIZATION • Do analog or paper-based research data (maps, newspaper clippings, photographs, images, text) need to be digitized to increase their potential for sharing? Low to no additional cost incurred for simple image scanning of text. Remember to include cost of time to scan. Higher cost incurred if (1) additional equipment or software is needed for scanning or conversion; (2) optical character recognition is required, with manual checking for accuracy (revising entire scanned text); or (3) manual data entry or typing is needed (e.g., to digitize tabular data). FILE FORMAT • Do data need to be converted to a standard or open format with long- term validity for long-term preservation? Higher cost incurred for audiovisual data (converting to open digital formats can be time consuming or require special equipment and/or software) and for databases (conversions may require checking for truncation, loss of metadata or annotation, loss of relationships, etc.). Table 7. Essential Requirements and Possible Activities with their Associated Costs

98 11. Estimating and managing Costs Activity Questions to Consider Associated Costs DATA STORAGE • How much data storage space is needed for the duration of the project? • For long-term storage, decide which data will be kept long term, which storage volume this represents, and how long data will be stored and preserved. Low to no additional cost incurred if storage provided by the institution — cost is included in standard indirect costs or overheads. Higher cost incurred if additional storage is needed. ? ? ? Tip: Consider cost of server/disk space, as well as the cost of setup and maintenance. DATA BACKUP • Does the institution provide regular backup or not? • Consider how frequently backups should be done and how many backups should be stored. Low to no additional cost incurred if institutional backup (included in standard indirect cost). Higher cost incurred if additional backup needed — cost according to number of copies to be kept and frequency of backup and storage media needed. DATA SECURITY • Protect data from unauthorized access or use and from disclosure. Higher cost incurred if for confidential or sensitive data. Ask whether security can be arranged by institutional IT services or if extra software/hardware is needed. ? ? ? Tip: (1) Determining conditions for controlling access to shared data may require extra time and discussion. (2) Data files may need encrypting before storage or transfer. CONSENT FOR DATA SHARING • Do you need to ask participants for their consent for data to be shared? • Consent is essential for qualitative interviews, but less so in quantitative surveys where data can more easily be anonymized. Low to no additional cost when consent for data sharing is considered as part of standard consent procedures early in research. Higher cost when participants need to be recontacted after research has finished to obtain retro- active consent for data sharing. Questions to ask: does this require extra preparation of information sheets and consent forms, extra time for consent discussions, or training of interviewers? ANONYMIZATION • Do you need to remove identifying information or conceal the identity of participants (e.g., by using pseudonyms) before data can be shared? ? ? ? Tip: Anonymization needs to be consistent throughout a data collection. Low to no additional cost incurred if (1) only removal of names is required; (2) planned before data collection or transcription/digitization; (3) for quantitative data (e.g., survey data) if identifiers are a priori excluded from data files, easy to remove, or identifiable variables are coded to avoid disclosure (cost may be higher if variables need recoding afterward); or (4) for qualitative textual data (e.g., interview transcripts) if carried out or at least highlighted during transcription. Higher cost incurred (1) if variables need recoding afterward to avoid disclosure; (2) for qualitative textual data (e.g., interview transcripts), if entire texts need to be read and checked for identifying information; (3) for audiovisual data (anonymizing/editing voices or faces can be very costly and reduces the usefulness of data). Also, pseudonymization requires more time. COPYRIGHT • Do other parties hold copyright in the data? • Do you need to seek copyright clearance before sharing data? Cost factor questions: Is time required to seek copyright clearance? Is legal advice required? OPERATIONALIZING DATA MANAGEMENT • What measures are needed to implement and operationalize data management throughout the research life cycle? Cost factor questions: Do you need extra time/resources to implement data management throughout your research (e.g., regular team meetings, setting up a collaborative research environment)? Do you need staff training (if required) or a dedicated data manager? DATA SHARING • Will data be deposited with a data center or institutional repository? • Which requirements exist to prepare data to particular standards (e.g., regarding documentation or format)? • Will journal publishers require deposit of data supporting article findings? Cost factor questions: What is the cost of data deposit and/or longer-term storage? Find out from data center/repository/journal whether charges apply — costs can be included in project budgets if planned for ahead of time. What is the cost of data curation by a repository? Find out from data center/repository whether data enhancement or data cleaning charges apply. What is the cost in time and effort needed to prepare data for sharing and preservation? This can be included in project budgets. Table 7. (continued)

99 11. Estimating and managing Costs Activity Questions to Consider Associated Costs DATA STORAGE • How much data storage space is needed for the duration of the project? • For long-term storage, decide which data will be kept long term, which storage volume this represents, and how long data will be stored and preserved. Low to no additional cost incurred if storage provided by the institution — cost is included in standard indirect costs or overheads. Higher cost incurred if additional storage is needed. ? ? ? Tip: Consider cost of server/disk space, as well as the cost of setup and maintenance. DATA BACKUP • Does the institution provide regular backup or not? • Consider how frequently backups should be done and how many backups should be stored. Low to no additional cost incurred if institutional backup (included in standard indirect cost). Higher cost incurred if additional backup needed — cost according to number of copies to be kept and frequency of backup and storage media needed. DATA SECURITY • Protect data from unauthorized access or use and from disclosure. Higher cost incurred if for confidential or sensitive data. Ask whether security can be arranged by institutional IT services or if extra software/hardware is needed. ? ? ? Tip: (1) Determining conditions for controlling access to shared data may require extra time and discussion. (2) Data files may need encrypting before storage or transfer. CONSENT FOR DATA SHARING • Do you need to ask participants for their consent for data to be shared? • Consent is essential for qualitative interviews, but less so in quantitative surveys where data can more easily be anonymized. Low to no additional cost when consent for data sharing is considered as part of standard consent procedures early in research. Higher cost when participants need to be recontacted after research has finished to obtain retro- active consent for data sharing. Questions to ask: does this require extra preparation of information sheets and consent forms, extra time for consent discussions, or training of interviewers? ANONYMIZATION • Do you need to remove identifying information or conceal the identity of participants (e.g., by using pseudonyms) before data can be shared? ? ? ? Tip: Anonymization needs to be consistent throughout a data collection. Low to no additional cost incurred if (1) only removal of names is required; (2) planned before data collection or transcription/digitization; (3) for quantitative data (e.g., survey data) if identifiers are a priori excluded from data files, easy to remove, or identifiable variables are coded to avoid disclosure (cost may be higher if variables need recoding afterward); or (4) for qualitative textual data (e.g., interview transcripts) if carried out or at least highlighted during transcription. Higher cost incurred (1) if variables need recoding afterward to avoid disclosure; (2) for qualitative textual data (e.g., interview transcripts), if entire texts need to be read and checked for identifying information; (3) for audiovisual data (anonymizing/editing voices or faces can be very costly and reduces the usefulness of data). Also, pseudonymization requires more time. COPYRIGHT • Do other parties hold copyright in the data? • Do you need to seek copyright clearance before sharing data? Cost factor questions: Is time required to seek copyright clearance? Is legal advice required? OPERATIONALIZING DATA MANAGEMENT • What measures are needed to implement and operationalize data management throughout the research life cycle? Cost factor questions: Do you need extra time/resources to implement data management throughout your research (e.g., regular team meetings, setting up a collaborative research environment)? Do you need staff training (if required) or a dedicated data manager? DATA SHARING • Will data be deposited with a data center or institutional repository? • Which requirements exist to prepare data to particular standards (e.g., regarding documentation or format)? • Will journal publishers require deposit of data supporting article findings? Cost factor questions: What is the cost of data deposit and/or longer-term storage? Find out from data center/repository/journal whether charges apply — costs can be included in project budgets if planned for ahead of time. What is the cost of data curation by a repository? Find out from data center/repository whether data enhancement or data cleaning charges apply. What is the cost in time and effort needed to prepare data for sharing and preservation? This can be included in project budgets.

100 11. Estimating and managing Costs Cost Factors for Data Management Active data management is required for essential compliance. Related costs accrue starting with data creation and continuing through describing, cleaning, organizing, storing, and preparing the data for long-term preservation. The UK Data Service website is an excellent resource, in particular its data management checklist for estimating costs of good data management (https://www. ukdataservice.ac.uk/manage-data/plan/costing). Table 8 is adapted from that checklist and includes a description of possible activities and associated costs. In particular, the table highlights the fact that planning for public access ahead of time by preparing and documenting data as the research is conducted is more cost-effective than going back afterward and documenting to comply with essential requirements. Cost Factors: Going Beyond in Repository Management Going beyond generally involves an expanded scope of eligible research and, for a limited few organizations, establishing their own repository for preservation. State DOTs and other research institutions that elect to establish their own repository may choose to either (1) create their own repository or registry from scratch, or (2) work with an existing repository to establish a collection dedicated to their own organization. For those choosing to establish their own repository, costs may accrue under the activities and subactivities listed in Table 8.1 Studies have shown that the majority of costs (about half of lifetime costs) accrue at the time of acquisition and ingestion (Figure 10). Preservation makes up about a sixth of the remaining costs, although they decline over time. Access rounds out the other third.2 Personnel are the highest costs encountered in the maintenance of a data repository. One study found 70 percent or more of the “costs of preservation services in the case studies relate to staff costs and historically these have always been seen as the major component of preservation costs.”3 Repositories need skilled personnel to manage infrastructure and preservation ? ? ? Beyond minimum Other Access Archival Storage and Preservation Outreach, Acquisition, Ingestion 9% 55% 7% 31% Figure 10. Approximate Activity Data Costs Other Access Archival Storage and Preservation Outreach, Acquisition, Ingestion 9% 55% 7% 31%

101 11. Estimating and managing Costs ACTIVITY SUBACTIVITY Acquisition • Acquisition, evaluation and selection relating to preservation • Submission agreement • Ordering and invoicing • Depositor support Ingestion • Receiving submission • Performing quality assurance • Generating metadata and documentation • Reference linking • Validation • Deposit • Holdings update Archive storage • Receiving data from ingestion • Managing storage hierarchy • Replacing media • Disaster recovery • Error checking • Providing copies to access Preservation planning • Monitoring of designated user community • Monitoring technology • Developing and implementing preservation strategies and standards • Developing packaging designs and migration plans Preservation action • Generation of preservation metadata • Refreshment • Backup • Re-ingestion • Inspection • Disposal Data management • Administering database • Performing queries and generating reports • Receiving database updates • Loading new descriptive information • Loading new archive administrative data Access • Access provision • Access control • User support • Rights management Administration & services • General management • Administrative support • IT support • Physical security • Utilities • Supplies inventory and logistics • Staff training and development Table 8. Costs Associated with Creating a Repository

102 11. Estimating and managing Costs tasks over time. Staffing includes all levels: management, technical support, domain expertise, and administrative support. Personnel need adequate training to perform all preservation tasks and maintain changing technologies. In-house training should be developed for staff to learn the organization’s process and procedures for managing, sharing, curating, and preserving data and how to carry out their responsibilities. Training begins upon hire and should continue throughout a staff member’s career, as requirements will evolve and personnel must be prepared to face new challenges. Funding should also be budgeted for staff to participate in conferences and other events to continue building upon their knowledge and skills. Chapter Checklist From this chapter, you should be able to þ Understand the kinds of activities that may incur costs associated with meeting essential requirements for reports and data preservation. þ Know how to reduce costs by planning ahead and making preservation part of the research project activities (rather than doing it afterward). þ Know the basic factors that influence the cost of setting up your own repository. þ Know where to find tools to help estimate costs of preservation. Endnotes 1 See Alexandra Allen, General Study 16 – Cost Benefit Models: Final Report. InterPARES 3 Project, TEAM Canada, 2013, http://www.interpares.org/ip3/display_file.cfm?doc=ip3_canada_gs16_final_report.pdf. For another examina- tion of costs, although by functional areas, see Neil Beagrie, Julia Chruszcz, and Brian Lavoie, Keeping Research Data Safe: A Cost Model and Guidance for UK Universities, JISC Final Report, 2008, https://www.webarchive. org.uk/wayback/archive/20140613220103/http://www.jisc.ac.uk/media/documents/publications/keepingresearch- datasafe0408.pdf. See also User Guide for Keeping Research Data Safe: Assessing Costs/Benefits of Research Data Management, Preservation and Re-Use, v. 2.0, https://beagrie.com/static/resource/KeepingResearchDataSafe_User- Guide_v2.pdf. 2 Costs Factsheet, Cost-Benefit Advocacy Toolkit, CESSDA SaW, Charles Beagrie and CESSDA 2017, https://www. cessda.eu/eng/content/download/1430/20402/file/03_Costs_Factsheet_final.pdf. 3 Stephen Abrams, Patricia Cruse, John Kunze, and Michael Mundrane, Total Cost of Preservation (TCP): Cost Modeling for Sustainable Services, Rev. 0.16 – 2012-04-09, UC Curation Center, California Digital Library, University of California, Office of the President, https://confluence.ucop.edu/download/attachments/163610649/ TCP-total-cost-of-preservation.pdf.