Assessment:Costs:Toolkit - Revision history

Rsenese at 15:03, 18 April 2025

2025-04-18T15:03:23Z

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	~~'''This site is currently under development by the Cost Assessment Working Group. Please check back at the end of 2024.'''~~

	In 2021 the Cost group surveyed a variety of digitization stakeholders from across the Digital Library Federation. The data collected helps inform what is needed for successful digitization projects or starting a digitization program. The group formed subgroups to work on various resources and issues: insourcing vs. outsourcing, a registry for vendors, assessing scans per linear feet, best practices, and cost estimation. The groups analyzed the data produced by the surveys and have developed reports and this toolkit to help digitization professionals in their decision making as it relates to logistics and cost.		In 2021 the Cost group surveyed a variety of digitization stakeholders from across the Digital Library Federation. The data collected helps inform what is needed for successful digitization projects or starting a digitization program. The group formed subgroups to work on various resources and issues: insourcing vs. outsourcing, a registry for vendors, assessing scans per linear feet, best practices, and cost estimation. The groups analyzed the data produced by the surveys and have developed reports and this toolkit to help digitization professionals in their decision making as it relates to logistics and cost.
	Final reports and anonymized data for all survey groups can be found in OSF (https://osf.io/6dnmh/).		Final reports and anonymized data for all survey groups can be found in OSF (https://osf.io/6dnmh/).

Rsenese at 14:55, 18 April 2025

2025-04-18T14:55:51Z

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	This toolkit is meant to help practitioners decide the best approach towards a digitization project. Should they digitize their project in house or using a vendor? How much will it cost to do it in house vs using a vendor? This toolkit starts with a couple case studies on projects and whether they used a vendor or completed the project in house. Each case study goes through some of the decision making and details of the project to help you decide what might be the best approach.		This toolkit is meant to help practitioners decide the best approach towards a digitization project. Should they digitize their project in house or using a vendor? How much will it cost to do it in house vs using a vendor? This toolkit starts with a couple case studies on projects and whether they used a vendor or completed the project in house. Each case study goes through some of the decision making and details of the project to help you decide what might be the best approach.

	Second, we have the scans per linear foot estimation. These numbers will help you figure out the volume of images you're looking at for a project based on the item type, box and/or how packed the box is. There are estimates available online but the Scans per Linear Feet group also analyzed the data by content type and box type. Once you have an estimation of the volume, you can use the Cost Calculator or the new Cost Calculator spreadsheet (instructions are in this toolkit) or communicate those numbers with a vendor. The final section is a list of vendors as well as information about experiences with those vendors.		Second, we have the scans per linear foot estimation. These numbers will help you figure out the volume of images you're looking at for a project based on the item type, box and/or how packed the box is. There are estimates available online but the Scans per Linear Feet group also analyzed the data by content type and box type. Once you have an estimation of the volume, you can use the Cost Calculator or the new Cost Calculator spreadsheet (instructions are in this toolkit) or communicate those numbers with a vendor. The final section is a list of vendors as well as information about experiences with those vendors. The vendor registry also includes information about equipment vendors so if you decide to digitize in house but need equipment to do so, this is a resource to use.

	==In Sourcing vs Outsourcing==		==In Sourcing vs Outsourcing==

Rsenese at 14:53, 18 April 2025

2025-04-18T14:53:37Z

← Older revision		Revision as of 10:53, 18 April 2025
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	In 2021 the Cost group surveyed a variety of digitization stakeholders from across the Digital Library Federation. The data collected helps inform what is needed for successful digitization projects or starting a digitization program. The group formed subgroups to work on various resources and issues: insourcing vs. outsourcing, a registry for vendors, assessing scans per linear feet, best practices, and cost estimation. The groups analyzed the data produced by the surveys and have developed reports and this toolkit to help digitization professionals in their decision making as it relates to logistics and cost.		In 2021 the Cost group surveyed a variety of digitization stakeholders from across the Digital Library Federation. The data collected helps inform what is needed for successful digitization projects or starting a digitization program. The group formed subgroups to work on various resources and issues: insourcing vs. outsourcing, a registry for vendors, assessing scans per linear feet, best practices, and cost estimation. The groups analyzed the data produced by the surveys and have developed reports and this toolkit to help digitization professionals in their decision making as it relates to logistics and cost.
	Final reports and anonymized data for all survey groups can be found in OSF (https://osf.io/6dnmh/).		Final reports and anonymized data for all survey groups can be found in OSF (https://osf.io/6dnmh/).
	==~~State of the Field~~==		==How to Use This Guide==

			This toolkit is meant to help practitioners decide the best approach towards a digitization project. Should they digitize their project in house or using a vendor? How much will it cost to do it in house vs using a vendor? This toolkit starts with a couple case studies on projects and whether they used a vendor or completed the project in house. Each case study goes through some of the decision making and details of the project to help you decide what might be the best approach.

			Second, we have the scans per linear foot estimation. These numbers will help you figure out the volume of images you're looking at for a project based on the item type, box and/or how packed the box is. There are estimates available online but the Scans per Linear Feet group also analyzed the data by content type and box type. Once you have an estimation of the volume, you can use the Cost Calculator or the new Cost Calculator spreadsheet (instructions are in this toolkit) or communicate those numbers with a vendor. The final section is a list of vendors as well as information about experiences with those vendors.

	==In Sourcing vs Outsourcing==		==In Sourcing vs Outsourcing==

Rsenese at 20:30, 2 April 2025

2025-04-02T20:30:50Z

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	[[File:Cost Calculator scenario 1 edited.jpg\|thumb]]		[[File:Cost Calculator scenario 1 edited.jpg\|thumb]]




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	[[File:Cost Calculator scenario 2.jpg\|thumb]]		[[File:Cost Calculator scenario 2.jpg\|thumb]]

Rsenese at 20:30, 2 April 2025

2025-04-02T20:30:29Z

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	[[File:Cost Calculator scenario 2.jpg\|thumb]]		[[File:Cost Calculator scenario 2.jpg\|thumb]]






	Example 2: Column B represents the number of boxes you have. Column C represents the number of images you have selected from the chart Images per Box Type (Not in linear feet).		Example 2: Column B represents the number of boxes you have. Column C represents the number of images you have selected from the chart Images per Box Type (Not in linear feet).

Rsenese at 20:30, 2 April 2025

2025-04-02T20:30:00Z

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	[[File:Cost Calculator scenario 1 edited.jpg\|thumb]]		[[File:Cost Calculator scenario 1 edited.jpg\|thumb]]



	Example 1: Column B represents the total amount of images you estimate using from whichever chart is relevant to the data you have (boxes or linear feet). Since we’re calculating the number of images instead of items you would have a 1 to 1 ratio of images to “item”. So, column C is set to 1.		Example 1: Column B represents the total amount of images you estimate using from whichever chart is relevant to the data you have (boxes or linear feet). Since we’re calculating the number of images instead of items you would have a 1 to 1 ratio of images to “item”. So, column C is set to 1.

	You have a 10 linear feet collection of Mixed: Unbound Pages, Bound/Folded Documents. You notice that your boxes are packed tight. In this scenario, it would be appropriate to select the max number on the scale, which is 4,274 images/linear foot. This means you would have 42,740 images. 42,740 would be the number for column B and 1 in column C.		You have a 10 linear feet collection of Mixed: Unbound Pages, Bound/Folded Documents. You notice that your boxes are packed tight. In this scenario, it would be appropriate to select the max number on the scale, which is 4,274 images/linear foot. This means you would have 42,740 images. 42,740 would be the number for column B and 1 in column C.



	[[File:Cost Calculator scenario 2.jpg\|thumb]]		[[File:Cost Calculator scenario 2.jpg\|thumb]]

Rsenese at 20:28, 2 April 2025

2025-04-02T20:28:32Z

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	The group developed a spreadsheet-based digitization cost calculator as [https://osf.io/kz9ey downloadable Excel file]. The initial structure and underlying data were provided by the University of Oklahoma. The underlying data are the images per hour and labor cost for each type of work included, for each equipment or material type; typical image size for each equipment or material type; and storage cost.		The group developed a spreadsheet-based digitization cost calculator as [https://osf.io/kz9ey downloadable Excel file]. The initial structure and underlying data were provided by the University of Oklahoma. The underlying data are the images per hour and labor cost for each type of work included, for each equipment or material type; typical image size for each equipment or material type; and storage cost.

	[ screenshot ~~of basic tab of excel, upper left portion~~ ]		[[File:Cost Calculator Worksheet screenshot.jpg\|thumb]]

	The spreadsheet cost calculator can be used as-is for rough estimates or customized to better match the capabilities of the user’s organization.		The spreadsheet cost calculator can be used as-is for rough estimates or customized to better match the capabilities of the user’s organization.

Rsenese at 20:26, 2 April 2025

2025-04-02T20:26:28Z

← Older revision		Revision as of 16:26, 2 April 2025
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	The worksheet uses items and scans per item to calculate your number of estimated images. You can convert our data to fit this equation in multiple ways. Here are two examples:		The worksheet uses items and scans per item to calculate your number of estimated images. You can convert our data to fit this equation in multiple ways. Here are two examples:

	[[File:Cost Calculator scenario 1.jpg\|thumb]]		[[File:Cost Calculator scenario 1 edited.jpg\|thumb]]

	Example 1: Column B represents the total amount of images you estimate using from whichever chart is relevant to the data you have (boxes or linear feet). Since we’re calculating the number of images instead of items you would have a 1 to 1 ratio of images to “item”. So, column C is set to 1.		Example 1: Column B represents the total amount of images you estimate using from whichever chart is relevant to the data you have (boxes or linear feet). Since we’re calculating the number of images instead of items you would have a 1 to 1 ratio of images to “item”. So, column C is set to 1.

Rsenese at 20:24, 2 April 2025

2025-04-02T20:24:00Z

← Older revision		Revision as of 16:24, 2 April 2025
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	''Using with the DLF Cost Calculator Worksheet:''		''Using with the DLF Cost Calculator Worksheet:''
	The worksheet uses items and scans per item to calculate your number of estimated images. You can convert our data to fit this equation in multiple ways. Here are two examples:		The worksheet uses items and scans per item to calculate your number of estimated images. You can convert our data to fit this equation in multiple ways. Here are two examples:

			[[File:Cost Calculator scenario 1.jpg\|thumb]]

	Example 1: Column B represents the total amount of images you estimate using from whichever chart is relevant to the data you have (boxes or linear feet). Since we’re calculating the number of images instead of items you would have a 1 to 1 ratio of images to “item”. So, column C is set to 1.		Example 1: Column B represents the total amount of images you estimate using from whichever chart is relevant to the data you have (boxes or linear feet). Since we’re calculating the number of images instead of items you would have a 1 to 1 ratio of images to “item”. So, column C is set to 1.
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	You have a 10 linear feet collection of Mixed: Unbound Pages, Bound/Folded Documents. You notice that your boxes are packed tight. In this scenario, it would be appropriate to select the max number on the scale, which is 4,274 images/linear foot. This means you would have 42,740 images. 42,740 would be the number for column B and 1 in column C.		You have a 10 linear feet collection of Mixed: Unbound Pages, Bound/Folded Documents. You notice that your boxes are packed tight. In this scenario, it would be appropriate to select the max number on the scale, which is 4,274 images/linear foot. This means you would have 42,740 images. 42,740 would be the number for column B and 1 in column C.

	~~[[File:Cost Calculator scenario 1.jpg\|thumb]]~~


			[[File:Cost Calculator scenario 2.jpg\|thumb]]

	Example 2: Column B represents the number of boxes you have. Column C represents the number of images you have selected from the chart Images per Box Type (Not in linear feet).		Example 2: Column B represents the number of boxes you have. Column C represents the number of images you have selected from the chart Images per Box Type (Not in linear feet).

	~~[[File:Cost Calculator scenario 2.jpg\|thumb]]~~

	You have a 10 Hollinger box collection of mixed: unbound pages, bound/folded documents. You notice that the boxes aren’t loose but aren’t packed tight. In this scenario, it would be appropriate to select the average number on the scale which is 2,951. In column B you would input 10, as the boxes will act as items, and in column C, 2,951 which is the number of images per item. Your total estimated image count would be 29,510.		You have a 10 Hollinger box collection of mixed: unbound pages, bound/folded documents. You notice that the boxes aren’t loose but aren’t packed tight. In this scenario, it would be appropriate to select the average number on the scale which is 2,951. In column B you would input 10, as the boxes will act as items, and in column C, 2,951 which is the number of images per item. Your total estimated image count would be 29,510.

Rsenese at 20:23, 2 April 2025

2025-04-02T20:23:13Z

← Older revision		Revision as of 16:23, 2 April 2025
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	''Using with the DLF Cost Calculator Worksheet:''		''Using with the DLF Cost Calculator Worksheet:''
	The worksheet uses items and scans per item to calculate your number of estimated images. You can convert our data to fit this equation in multiple ways. Here are two examples:		The worksheet uses items and scans per item to calculate your number of estimated images. You can convert our data to fit this equation in multiple ways. Here are two examples:

	Example 1: Column B represents the total amount of images you estimate using whichever chart is relevant to the data you have (boxes or linear feet). Since we’re calculating the number of images instead of items you would have a 1 to 1 ratio of images to “item”. So, column C is set to 1.		Example 1: Column B represents the total amount of images you estimate using from whichever chart is relevant to the data you have (boxes or linear feet). Since we’re calculating the number of images instead of items you would have a 1 to 1 ratio of images to “item”. So, column C is set to 1.

			You have a 10 linear feet collection of Mixed: Unbound Pages, Bound/Folded Documents. You notice that your boxes are packed tight. In this scenario, it would be appropriate to select the max number on the scale, which is 4,274 images/linear foot. This means you would have 42,740 images. 42,740 would be the number for column B and 1 in column C.

			[[File:Cost Calculator scenario 1.jpg\|thumb]]

	You have a 10 linear feet collection of Mixed: Unbound Pages, Bound/Folded Documents. You notice that your boxes are packed tight. In this scenario, it would be appropriate to select the max number on the scale, which is 4,274 images/linear foot. This means you would have 42,740 images. 42,740 would be the number for column B and 1 in column C.


	Example 2: Column B represents the number of boxes you have. Column C represents the number of images you have selected from the chart Images per Box Type (Not in linear feet).		Example 2: Column B represents the number of boxes you have. Column C represents the number of images you have selected from the chart Images per Box Type (Not in linear feet).

	[~~Insert screenshot of spreadsheet~~]		[[File:Cost Calculator scenario 2.jpg\|thumb]]

	You have a 10 Hollinger box collection of mixed: unbound pages, bound/folded documents. You notice that the boxes aren’t loose but aren’t packed tight. In this scenario, it would be appropriate to select the average number on the scale which is 2,951. In column B you would input 10, as the boxes will act as items, and in column C, 2,951 which is the number of images per item. Your total estimated image count would be 29,510.		You have a 10 Hollinger box collection of mixed: unbound pages, bound/folded documents. You notice that the boxes aren’t loose but aren’t packed tight. In this scenario, it would be appropriate to select the average number on the scale which is 2,951. In column B you would input 10, as the boxes will act as items, and in column C, 2,951 which is the number of images per item. Your total estimated image count would be 29,510.
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	A spreadsheet-based digitization cost calculator is much easier to maintain. Also, significantly, it is easy to see the calculations and the data they are based on, and it’s easy for a user to customize for their needs.		A spreadsheet-based digitization cost calculator is much easier to maintain. Also, significantly, it is easy to see the calculations and the data they are based on, and it’s easy for a user to customize for their needs.

	The group developed a spreadsheet-based digitization cost calculator as ~~a Google Sheet and a matching~~ downloadable Excel file. The initial structure and underlying data were provided by the University of Oklahoma. The underlying data are the images per hour and labor cost for each type of work included, for each equipment or material type; typical image size for each equipment or material type; and storage cost.		The group developed a spreadsheet-based digitization cost calculator as [https://osf.io/kz9ey downloadable Excel file]. The initial structure and underlying data were provided by the University of Oklahoma. The underlying data are the images per hour and labor cost for each type of work included, for each equipment or material type; typical image size for each equipment or material type; and storage cost.

	[ screenshot of basic tab of ~~Google sheet~~, upper left portion ]		[ screenshot of basic tab of excel, upper left portion ]

	The spreadsheet cost calculator can be used as-is for rough estimates, or customized to better match the capabilities of the user’s organization.		The spreadsheet cost calculator can be used as-is for rough estimates or customized to better match the capabilities of the user’s organization.

	Use is straightforward, with some basic guidance in a readme tab. The spreadsheet has one tab with a stripped-down version of the cost calculator, a second tab with a fuller version that includes more options for equipment or materials, and a readme tab that includes a brief overview of what the calculator does, how to use it, and how to customize it.		Use is straightforward, with some basic guidance in a readme tab. The spreadsheet has one tab with a stripped-down version of the cost calculator, a second tab with a fuller version that includes more options for equipment or materials, and a readme tab that includes a brief overview of what the calculator does, how to use it, and how to customize it.

	~~[ link to current spreadsheet Google Sheet to copy ]~~

	~~[ link to current spreadsheet Excel file to download ]~~

	Customization by a user is straightforward, whether it’s changing the underlying data in the cells or adjusting what equipment or materials to cover. It’s also possible, with a little more work, to add or remove types of work included (i.e., columns – currently capture, post-processing, basic metadata assignment, creating preservation files, and preparing for storage).		Customization by a user is straightforward, whether it’s changing the underlying data in the cells or adjusting what equipment or materials to cover. It’s also possible, with a little more work, to add or remove types of work included (i.e., columns – currently capture, post-processing, basic metadata assignment, creating preservation files, and preparing for storage).