This section provides an overview and introduction to business cases and this toolkit. Use this to find out more about the toolkit and how to apply it.
What is a Business Case and what is it for?
Digital preservation within any organization requires investment in people, processes and technology. If an organization would like to change, adapt or expand its digital preservation activities, it is likely that you will need to prepare a business case for further investment in supporting infrastructure, staffing and/or training. A business case will outline the resources required and provide justification for undertaking that investment; evaluating the benefit, cost and risk of alternative options and providing a rationale for a proposed solution.
What is the Digital Preservation Business Case Toolkit?
This Toolkit provides a guide to writing a business case focused on digital preservation activities. While there is no perfect formula for writing a business case (it all depends on what the business case is for, who it is aimed at and how your organization wants you to present it) this toolkit provides a variety of ways to get you thinking about what should go into your business case.
The Toolkit starts with factors to consider when planning your business case, before offering templates and a step-by-step guide to drafting, constructing and delivering your finished case:
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What makes a good digital preservation business case captures experience pooled from within the DPC on what makes a good policy. Use this to avoid obvious pitfalls and take advantage of approaches that have been successful for other DPC Members.
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Understand your digital preservation readiness considers what context and preparations are needed before producing a business case. Use this to establish the best foundation for your business case.
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Step by step guide to building a business case outlines the main steps to follow in constructing your business case including research, drafting, validation and delivery. Use this to plan out how you will develop your proposal.
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Template for building your business case explores the detail that makes up an evidenced and convincing business case. Use this to guide the development of the content of your proposal.
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Example benefits and risks for typical digital preservation business cases provides motivations for 4 common business case targets. Use this to develop a strong case for your project.
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Business case hints and tips provides a summary of helpful ideas on writing business cases and selling your proposal to your organization. Use this to ensure you create a positive and convincing business case.
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Further resources on business cases provides a list of additional guidance materials relating to business cases.
Who is this toolkit for?
This Toolkit is for anyone who would like to create a business case focused on digital preservation. It is targeted at practitioners (and their managers) who are working with digital resources and would like to obtain funds to expand their digital preservation activities. The Toolkit is primarily aimed at those seeking further funds from within their organization, but could also provide useful information for those writing a bid for project funds from an external funding body.
A great deal of internal advocacy and preparation is often required before you get to the stage of preparing and submitting a business case for a major digital preservation activity, such as establishing a new digital preservation system. For support with pre-business case advocacy activities see the Executive Guide on Digital Preservation and the DPC Rapid Assessment Model.
If your Digital Preservation Business Case has been approved, consult the DPC Procurement Toolkit for advice on the next steps!