Costing Calculator

What you need to know before you use the calculator

The ADS costing calculator provides two figures: 'a traditional methods' figure and an 'ADS-easy figure'. The ADS-easy submission figure will not work when you add more than 300 files or 10ha of geophysics, because the archive will not be suitable for online submission.

If you can't enter what you need in the calculator, or get a result, you probably need a 'bespoke' costing and you should contact us.

When you download a pdf from the calculator, this creates an estimate for your files (we do not retain copies of these).

The calculator was designed to create:

  • Estimates for inclusion in tenders for commercial work
  • Estimates for inclusion in small grant applications
  • Estimates for privately/self-funded work

Estimates are current for the financial year in which they are calculated (April - March), i.e. an estimate made in January will only be valid until the end of March.

The estimates created using the calculator are a guide to what you should budget for, but are not a statement of actual costs. This is because the data you envisage creating may vary from what you actually need to submit at the end of your project. When project data has been submitted via ADS-easy, the system will create a final statement using the same calculations as the costing calculator. If you submit data using 'traditional' methods (e.g. on CD, email, drop-off service, usb device) then you should confirm the cost with the ADS when you send the data to us.

If your project requires a definitive costing for deposition more than a year away (especially for AHRC, ERC, and NERC funding applications) you should contact us directly.

Calculator Help

How do I create an estimate?

I am doing two types of geophysics survey over the same area/project what should I put?

The file extension I want isn't listed - what should I do?

Costs Help

What is the start-up fee?

Why are some files more expensive than others?

Do you Charge VAT?

When will you invoice me?

I want to replace or add more files to a submitted project. Will you charge me to do this?

How do I create an estimate?

First, write a list of what will be in your anticipated collection. You may find it helpful to consult our guidelines for depositors and look at our accepted file formats to make sure we can preserve what you intend to submit.

Using the drop-down menus:

  1. Select a Data Type
  2. Select a file extension*
  3. Click 'Add'
  4. If you have geophysics data, then enter the number of hectares of survey and click 'Add'
  5. Download as a pdf

Repeat this for all the data types in your collection. You should have something that looks like the picture below,

*note: some file extensions appear in more than one data type. Make sure you've got the right type!

**Do not include your grey literature report if this is in oasis.

Calculator Example

I am doing two types of geophysics survey over the same area/project what should I put?

Please add two rows as in the example below. Don't forget we need more than just the data to make sense of geophysics see our guidelines for details

Calculator Geophys Example

The file extension I want isn't listed - what should I do?

There may be a few reasons for this:

  1. The file extension is in a different 'type' than you might expect. For example, we class PDF's as text files, even if all the file contains is an image (we actually recommend that you submit images e.g. plans, sections, and elevations in the format they were created and not pdf - for example submit digitised images as CAD, and scanned ones as tiff or jpeg format).
  2. The file type you want to upload too large and/or or complex' and requires a bespoke costing.
  3. The file is not something we can preserve - i.e. it is not one of our accepted file formats'

Common data types that the calculator cannot currently cost are: Ground Penetrating Radar (GPR), Laser scanning and other 3D/VR, Audio / Visual. If you need to submit data that is not listed in the calculator, please contact us directly.

Why is ADS-easy cheaper than conventional ADS archiving?

ADS-easy saves staff time at the ingest and accessioning stages of preservation. Files are uploaded straight to our servers (as opposed to having to be copied or downloaded from media devices or drop-off services) and the metadata you create is validated and can be added straight into our preservation systems.

What is the start-up fee?

The start-up fee covers a proportion of the cost of Management and Administration, Ingest and Dissemination costs as outlined in our charging policy

Why are some files more expensive than others?

The simple answer is complexity. While some files are relatively 'easy' to manage, others require more complicated and time consuming methods in order to guarantee their preservation in perpetuity. The reason for this is that it takes a lot more time to check, document and preserve a shapefile (with its several constituent parts) over an image or .csv file. Experience has taught us that the only circumstance where we can really benefit from economies of scale is when dealing with image files and that too is taken into consideration within the charging model - a small discount is given as the numbers increase.

Do you include VAT?

Yes. Projects will be subject to VAT which is charged at the current rate (20%). The calculator displays pre-VAT subtotals for organisations that may claim tax back, etc.

When will you invoice me?

We will raise an invoice at the point your collection is released, or where a collection is embargoed, at the point we send you a link to review the collection page. In the case of submitted archives that are subsequently abandoned, we will consider these in the same light as 'withdrawn archives' and reserve the right to charge for work already conducted as per section 4.1. of our charging policy. If you need us to cite a Purchase Order Number for invoicing purposes, please send a copy of the order when you submit your data.

I want to replace or add more files to a submitted project. Will you charge me to do this?

A submitted archive cannot be re-opened and edited (the object of preservation is to make sure things don't change!). It takes staff time to manually add material after submission (essentially negating the time saved by online submission). We are sympathetic to occasional mistakes, and have very rarely charged additional fees. However, we would look to cover our costs for repeated instances of omissions or errors. We will always tell you if your costs have changed subsequent to submission prior to starting work.