KRDS/I2S2 Digital Preservation Benefit
Analysis Tools Project


This web page has been set-up to support dissemination of information on the “KRDS/I2S2 Digital Preservation Benefit Analysis Tools” Project. The project was funded between February-July 2011 as part of the Preservation tools strand of the JISC 15/10 programme.

The project  aimed to test, review and promote combined use of the Keeping Research Data Safe (KRDS) Benefits Framework and the I2S2 Value Chain Analysis tools for assessing the benefits of digital preservation of research data. It extended their utility to and adoption within the JISC community by providing user review and guidance for the tools and creating an integrated toolset. The project consortium consisted of a mix of user institutions, projects, and disciplinary data services committed to the testing and exploitation of these tools and the lead partners in their original creation. We demonstrated and critiqued the tools, and then created and disseminated the toolset and accompanying materials such as User Guides and Factsheets to the wider community.


The Keeping Research Data Safe (KRDS) Benefits Framework tool was created as part of the KRDS projects funded by JISC.  KRDS defined three dimensions and a framework to illuminate the broad outlines of the benefits that digital preservation investments potentially generate. The KRDS Benefits Framework is a high-level tool and it was recognised that users would need to sharpen these generic expressions of preservation benefits into more focused value propositions for specific cases.

The opportunity to do further work based on KRDS was taken up by the Infrastructure for Integration in Structural Sciences (I2S2) project funded by JISC under the Research Data Management programme. A work package within I2S2 extended the KRDS activity model (providing a more detailed view of activities within research experiments in the KRDS pre-archive phase) and developed a more detailed value-chain analysis for assessing benefits. It assigned benefits to specific activities, and weighted their impact.  The tool was applied from two different perspectives: one for a central service perspective; the other looking at the researcher perspective.

Although only released in 2010, a number of research data projects and services are already working with the KRDS2 cost activity model and benefits framework and building up local experience and adaptations. These include the SageCite and I2S2 projects at UKOLN, University of Bath; the six population cohort case studies working with the MRC Data Support Service; the Archaeology Data Service and the UK Data Archive. They provide a number of knowledgeable research data services and projects who are keen to feed-in their experience, explore and test new extensions to the Toolset such as the I2S2 Value-Chain Analysis, and promote its future dissemination.

The Project Team

The project partners were UKOLN and the Digital Curation Centre at the University of Bath, the Centre for Health Informatics and Multi-professional Education (CHIME) at University College London , the UK Data Archive (University of Essex), the Archaeology Data Service (University of York),  OCLC Research, and  Charles Beagrie Limited.

Project Plan

Our project plan set out our programme of work and methodology and can be downloaded here.

Project Workshop

Our dissemination workshop was held on Tuesday 12th July at 2011 South Bank University, Central London. It was a very successful event with lively discussion on implementing the toolkit with funders and other attendees. A full report of the dissemination workshop and links to the presentations on the UKOLN site are now available.

The KRDS Benefits Analysis Toolkit

The Toolkit consists of two tools: the KRDS Benefits Framework (Tool 1); and the Value-chain and Benefits Impact tool (Tool 2). Each tool consists of a more detailed guide and worksheet(s). Both tools have drawn on partner case studies and previous work on benefits and impact for digital curation/preservation. This experience has provided a series of common examples of generic benefits that are employed in both tools for users to modify or add to as required.

The KRDS Benefits Framework (Tool 1) is the “entry-level” tool requiring less experience and effort to implement and can be used as a stand-alone tool in many tasks. It can also be the starting point and provide input to the use of the Value-chain and Impact analysis. 

The Value-chain and Benefits Impact analysis (Tool 2) is the most advanced tool in the Toolkit and requires more experience and effort to implement. It is likely to be most useful in a smaller sub-set of longer-term and intensive activities such as evaluation and strategic planning.

The combined Toolkit provides a very flexible set of tools, worksheets, and lists of examples of generic benefits and potential metrics. These are available for you to use in different combinations appropriate to your needs and level of expertise. 

Guides for the toolkit and each individual tool and case studies of completed examples of the worksheets provide documentation and support for your implementation.

Toolkit Guide

This leaflet provides an introduction to the Toolkit and its components.

Introduction to the KRDS Benefits Analysis Toolkit (PDF)

The KRDS Benefits Framework Tool (Tool 1)

The Keeping Research Data Safe (KRDS) Benefits Framework is a tool for identifying, assessing, and communicating the benefits from investing resources in the curation/long-term preservation of research data.The tool itself consists of a detailed guide and a worksheet.

Guide to the KRDS Benefits Framework Tool (PDF)

KRDS Benefits Framework Worksheet (Microsoft Word 97-2003) (Open Office Text)

The Value Chain and Benefits Impact Tool (Tool 2)

This is the second and most advanced tool in the Toolkit. A detailed user guide and two worksheets have been provided with the Tool: the Benefits Impact worksheet and the Value-chain and Benefits Impact worksheet. To use this Tool, you should first select which worksheet most closely matches your needs. Both worksheets have been pre-populated with a selection of common generic benefits also used in the Benefits Framework Tool but you may review, delete or add more to the selection. The tool has been designed to be generic but easily configurable by the user for their specific needs or application.

Guide to the Value Chain and Benefits Impact Tool (PDF)

Benefits Impact Worksheet (Microsoft Excel 97-2003) (Open Office Spreadsheet)

Value Chain and Benefits Impact Worksheet (Microsoft Excel 97-2003) (Open Office Spreadsheet)

Worked Examples of Completed Worksheets from Project Partners

Archaeology: The background to this case study is provided in the Archaeology Data Service (ADS) dissemination workshop presentation. Worked examples are available of the ADS Benefits Framework Worksheet (PDF) and the ADS Value-chain and Impact Worksheet (Excel 97-2003).

Health: Population Cohort Studies. The background to this case study is provided in the Medical Research Council Cohort Studies dissemination workshop presentation. A worked example is available of the Cohort Studies Value-chain and Impact Worksheet (Excel 97-2003).

Research Data Citation: SageCite. The background to this case study is provided in the SageCite dissemination workshop presentation. A worked example is available of the SageCite Benefits Framework Worksheet (PDF).

Social Sciences: UK Data Archive (UKDA). The background to this case study is provided in the UKDA dissemination workshop presentation. A worked example is available of the UKDA Benefits Impact Worksheet (PDF).