Observations on Cost Modeling and Performance Measurement of Long Term Archives

This paper describes a prototype suite of Excel-based tools that could be used for estimating lifecycle costs for newly planned or modified long-term archival facilities. These tools may also prove valuable for monitoring the long-term performance of such facilities once operational. Cost estimation is by analogy, using statistical curve-fitting techniques across a database of comparable data activities. The database currently includes 29 operational data centers ranging from small (2 FTEs) to large (66 FTEs), and is readily expandable to include additional activities specifically involving data preservation and added value. Each comparable data center is described in terms of its staffing, throughput workload, archival and distribution requirements, levels of user service, overall complexity, degree of automation, and other data, comprising 94 distinct descriptors in all. The descriptors were developed by normalizing heterogeneous data from the various centers and mapping them into an Excel framework consistent with the OAIS reference model. A user-friendly tool is provided for generating input to and updating the comparables database. This tool can also be used to benchmark the performance (in terms of cost versus throughput) of an operational data center, and to update the staffing, cost and workload data on a periodic basis. The comparables database could thus provide a history of staffing and throughput over time, as a means of performance monitoring and providing feedback for continuous improvement. Ancillary tools are also provided for performing "what-if' cost exercises for planning purposes, and for graphical display of data and results. We provide a high-level description of the tools; present our experiences and observations on gathering the information and maintaining the database; and discuss how this tool set might be applied to long term archives.