Costing Calculator Help

What do I need to know before using the ADS cost calculator?

The ADS costing calculator allows you to estimate costs for the preservation of your dataset so that you can add this information to your tender, project design or grant application. You can also 'download this estimate' and keep it for future reference.

At present depositions through ADS-easy are restricted to:

  • depositions which include certain data types (i.e. databases, documents and reports, geophysics, GIS, maps and plans, photographs and images and spreadsheets)
  • files found in our list of accepted formats
  • files with a maximum size of 100Mb
  • a maximum number of 1000 files per archive
  • a geophysical survey of less than 50Ha

Please be aware that:

  • Any deposits which exceed these restrictions or limits are not be suitable for online submission. Should you require an estimate for work that exceeeds these limits, or requires deposition through a standard way, then you should request a 'bespoke' costing, please contact us for more information.
  • All 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. Should you require an estimate for work that exceeeds this limit then please contact us for a formal estimate.
  • All estimates created using the costing calculator are intended as a guide to what you should budget for, but are not intended to be a statement of actual costs. This is simply because the data you envisage creating may vary from what you actually submit at the end of your project. When project data has been submitted via ADS-easy, the interface provides a running cost of the archive and a 'final statement' can be downloaded once the deposit has been submitted.

What should I do if my project requires a definitive statement of cost? My archive won't be submitted before the end of the current financial year?

In either case we would urge you to request a 'bespoke' costing by contacting us directly for more information.

How do I create an estimate?

Charging for a deposit via ADS-easy is based on an initial start-up fee, with additional charges made for each file that is included in the archive. To add files to your costing used the drop-down menues:

  1. Select the appropriate data type
  2. Select a file extension*
  3. Add the quantity of files of this type and extension which are part of your deposit
  4. Click 'Add' to add the details to the costing

* Some file extensions appear in more than one data type. Make sure you've got the right data type

If you archive includes geophysical data:

  1. Select the geophysics data type
  2. Enter the survey size expressed in hectares
  3. Click 'Add' to add the details to the costing

A list of the archive contents will appear and a running total for the cost of deposition will appear beneath.

To remove files from the costing click the 'x' remove button.

Once complete you can 'download estimate' as a PDF for you own records.

Why aren't all the datatypes that the ADS accepts listed?

Unfortunately, because of restrictions in terms of file size or data complexity, not all data types are depositable through ADS-easy. These more complex data types are still accepted by the ADS, but require deposition through an external data transfer or the exchange of physical media. Please contact us for more information.

My file extension is not listed in the cost calculator. What should I do?

In the first instance it is probably a good idea to consult the ADS' guidelines for depositors and specifically the list of accepted file formats to make sure that we can accept it. If the file is listed here, but is not part of the costing calculator then please contact us for more information.

Do you store my estimates?

No. Those estimates created using the costing calculator are not recorded. Should you wish to retain the costing information then you can download a PDF version using the 'download estimate' button. N.B. Please note the restrictions on estimates noted above.

What is the start-up fee?

The start-up fee covers a proportion of the cost of management and administration, ingest and the creation of a basic interface for the dissemination of your dataset. All charges are outlined in the charging policy. All deposits through the ADS-easy are charged the same fee.

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.

When will you invoice me for the work?

We will raise an invoice at the point when the archive is completed and ready for release, or where a collection is embargoed, at the point we send you a link to review the archive. 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 (contact us).

I have submitted my archive, but I have just noticed that I need to add or replace some files. Can you reopen my project?

Unfortunately once a project has been submitted and ingested into the ADS archive then the ADS-easy record cannot be reopened. However, if the archive has been submitted, but has not been exported from ADS-easy then it might be possible to reopen your deposit.

Additional and replacement data can still be submitted, but because these changes require manual intervention from an archivist additional charges may need to be made.

In the first instance if you notice a mistake then please let us know as soon as possible, so that we can help you decide on the best course of action.