REFERENCE

NBS

PUBLICATIONS

NBSIR 86-3335

A 11 ID 2 EM7fi?a

NATL INST OF STANDARDS & TECH R.I.C.

All 102247878

Schofer, Ralph E/Cost comparison of sale QC100 .1156 NO.86-3335 1986 V19 C.1 NBS-P Cost Comparison of Selected

Alternatives for Preserving

Historic Pension Files

Ralph E. Schofer

U S. DEPARTMENT OF COMMERCE

National Bureau of Standards

National Engineering Laboratory

Center for Applied Mathematics

Gaithersburg, MD 20899

June 1986

Sponsored by:

U S. DEPARTMENT OF COMMERCE

National Bureau of Standards

National Engineering Laboratory

Center for Applied Mathematics

Gaithersburg, MD 20899

QC

100 Archives and Records Administration

. U 5 6 nnsylvania Aves., NW

ton, DC 20408

1986

HBS

RESEARCH

INFORMATION CENTER

NBSIR 86-3335

COST COMPARISON OF SELECTED

ALTERNATIVES FOR PRESERVING

HISTORIC PENSION FILES

Ralph E. Schofer

U.S. DEPARTMENT OF COMMERCE

National Bureau of Standards

National Engineering Laboratory

Center for Applied Mathematics

Gaithersburg, MD 20899

June 1986

Sponsored by:

U.S. DEPARTMENT OF COMMERCE

National Bureau of Standards

National Engineering Laboratory

Center for Applied Mathematics

Gaithersburg, MD 20899

and

National Archives and Records Administration

7th & Pennsylvania Aves., NW

Washington, DC 20408

U.S. DEPARTMENT OF COMMERCE, Malcolm Baldrige, Secretary

NATIONAL BUREAU OF STANDARDS, Ernest Ambler, Director

ABSTRACT

This report describes the results of a cost study of three selected

alternatives for preserving the historic pension files. The three

alternatives evaluated comprise three levels of technology: Hand retrieval of

original paper documents; Hand retrieval of microfiche copies of the original

documents; and Automatic retrieval of microfiche copies.

Results indicate that the microcopy alternatives substantially reduce storage

space requirements and the labor cost of providing reference service. The

automated-retrieval-alternative reduction in reference labor cost is

substantial. However, with respect to the historic pension files, the actual

savings in reference labor are limited: the daily capacity of the automated

system for file retrieval exceeds current annual demand. The extremely high

cost of converting the files to microfiche more than cancels out the savings

in both space and operating costs, even if the original documents are disgarded after conversion and incur no additional expense.

Improving the storage environment and continuing reference service with the

original documents is an attractive alternative. At current usage rates, each

file is requested, on the average, every 65 years. At these rates,

preservation experts do not expect the documents to deteriorate from reference

usage.

i
.
DISCLAIMER

Certain trade names and company products are mentioned in the text as examples

of a currently available commercial products which could fulfil a need and for

which a cost can be obtained from the General Services Administration (GSA)

Schedule. In no case does such identification imply recommendation or endorsement by the National Bureau of Standards, nor does it imply that the

products are necessarily the best available for the purpose.

ii

Table of Contents

Page

Abstract 1

Disclaimer 11

Chapter I - Introduction 1

Chapter II - Methodology 2

Chapter III - Analysis of Data 9

Chapter IV - Results and Conclusions 12

Appendix A 16

Appendix B 17

Appendix C (by Keith R. Eberhardt) 50

ill

COST COMPARISON OF SELECTED ALTERNATIVES

FOR PRESERVING HISTORIC PENSION FILES

CHAPTER I - INTRODUCTION

This report describes the findings of a study performed for the National

Archives and Records Administration (NARA was formerly the National Archives

and Records Service) by the National Bureau of Standards in accordance with

Interagency Agreement letters dated September 7, 1982, and February 28, 1984.

The primary objective of the study is to demonstrate the use of accessible,

up-to-date cost data in planning studies and provide an example of the use of

cost data in an analytic approach to the selection among options for

investment of Federal funds. A secondary objective is to build the

foundations of a data system for refining and extending the present cost

analysis and for other studies concerning the planning and management of

archival material using the NARA pension files as a typical example.

This study describes a systems analysis of costs of three specified

alternative means of preserving and servicing Nineteenth Century pension

files. Systems analysis of costs was made to identify the least-cost

alternative over the designated period of study. These costs include not

only the cost of actual document preservation, but also the costs of

providing reference service to researchers, as this service cost is

affected by the various alternatives. The three alternatives are described as follows:

A. Perform extensive holdings maintenance, and continue to provide

reference service with the original records.

B. Convert the original records to microfiche copies using an integral

number of microfiches per record; provide reference service through

hand-retrieval and furnish researchers with Diazo microfiche

copies for their use and retention.

C. Convert the original records to microfiche copies, stacking

sequential records continuously on the microfiche, build a machine-readable index to locate specific files among the

microfiche, store the microfiches in a coramercially-available

automatic storage and retrieval system, and furnish researchers with

Diazo microfiche copies for their use and retention.

1
CHAPTER II - METHODOLOGY

This section of the report describes rationale for selection of study focus,

procedures, data sources and some of the general assumptions upon which this

study was based.

Decision to Study the Pension Files

The pension files were selected for this study of preservation alternatives

because, as archived records, they are used relatively frequently (for

genealogical studies) and are effectively managed. Archived records seldom

are used intensively. Rarely a subset of some records series within the

Archives will be heavily used for a short period of time as specific subjects

pass through the focus of public interest. One recent example is the subset

of files which document Japanese internment procedures during World War II.

The Military Service Branch of the U.S. Archives appears to be especially well

managed. This branch has been using microcomputers for several years to store

and analyze reference demand data, and a number of demand and cost data

elements were readily available. At least two previous studies (1)*,(2), were made using these data and it is believed that most of the data problems had

been identified and corrected.

At the time the present study began, the latest cost and usage data available

from the Military Service Branch were the last half of calendar year 1983 and

the first half of 1984. Some data items were included in the first half of

1984 that were not available earlier. The distribution of these new data

items were allocated among the data from the previous six months. It is for

this reason that each incremental year in this study is a composite consisting

of the last six months of one year and the first six months of the following

year.

Selection of Preservation Alternatives

The selection of the preservation alternatives was made by the contract

technical monitor. The base case (A.) was selected to be the performance of

thorough holdings maintenance on the original documents and the provision of

reference service using these documents. A detailed description of holdings

maintenance is presented in CHAPTER III, ANALYSIS OF DATA in the Section on base case (A.). Basically, holdings maintenance is systematic maintenance of a series or subseries of records. The purpose of performing holdings

maintenance is to assure that documents are properly housed in acceptable

containers.

A more theoretically satisfying base case might have been one that continues

current operations of reference from the original files. To consider this

condition as the base case would presume that a cost could be ascribable to

the deterioration of original records stored "as is" over the period of study.

Numbers in parenthesis refer to references listed in Appendix A

2
Unfortunately, the state-of-the-art will not yet support this approach because

the cost of wear and deterioration due to poor storage conditions and

infrequent reference usage cannot be evaluated. It is believed that the

application of holdings maintenance and the controlled environment described

in the subsequent sections of this report provide as realistic a base case as can be approached in this study.

The first alternative (B.) for preservation of the pension files considers

conversion of the individual pension files into an integral number of

microfiches, hand retrieving these fiches for reference and providing

researchers with Diazo microfiche copies of the requested file(s) [a file is

a collection of documents pertaining to an individual veteran and, on the

average, contains 100 sheets of paper. Each file is housed in its own jacket

or envelope.] This might be considered a more permanent form of preservation

than performing holdings maintenance and providing a controlled environment.

However, archival and preservation experts (8) tend to agree that paper

records stored under near ideal conditions and subject to relatively light

reference usage will last indefinitely. (There are currently about 44,500

requests per year for files, out of approximately 2,921,000 files on hand.

This implies that, on the average, each file is used 0.015 times per year.)

It is apparent that records are in no danger of deterioration due to usage.

The second alternative (C.) for preservation of the pension files considers

conversion of the individual pension files into microfiche copies forming a continuous series of microfiches. By stacking pension records onto fiches and

not using an integral number of fiches per file, considerably less fiches are required for record storage. (Approximately 4,100,000 fiches vs 7,200,000

fiches). However, it becomes necessary to prepare a machine-readable index

to locate the fiche containing a specific pension file. This alternative

provides for automated storage and retrieval using commercially-available

equipment which has a high operational capacity and has approximately the same preservation characteristics as the first alternative. (These characteristics

for the second alternative are slightly better because there is less handling

of fiches by reference technicians.)

Study Procedures

The basic study procedure is to estimate the total cost of operations of the

base case and the two preservation alternatives over a 25 year comparison

period. The study period was assumed to be 25 years, rather than the life of

the alternatives, since little is known of the useful life and the salvage

value of the automated storage and retrieval equipment being considered in the

second alternative.

Costs of some operations which were common to all three preservation

alternatives were not included in the analysis. Such operations were few in

number. As an example, cost of responding to mail inquiries for which files

do not exist have not been included in this analysis; nor have the costs of

the proposed acraospheric filtration system.

Annual total differential costs - capital, operating and maintenance costswere estimated for the 25 year study period, 1985-86 through 2009-10

inclusive. The sources of data for individual costs are described in

Appendix B.

3
Costs can be classified into two categories: existing costs, and projected

costs of selected alternatives. Existing costs of providing service usually

could be obtained from National Archives and Records Administration (NARA) for

the existing service. Alternative preservation strategies had to be conceived

and reviewed for feasibility before estimating the various cost components.

For purposes of this analysis, the following general classifications of costs

were established:

Reference costs

Costs of retrieving, copying, and refiling requested documents

Equipment Maintenance costs

Cost of contract maintenance of equipment

Costs of Contracted services

Cost of microfilming pension files including film

processing-materials and labor.

Transportation costs

Costs of transporting records to remote storage

Storage costs

Annual cost of storage of active reference documents, and annual

cost of remote storage for original documents and/or backup

microfiche negatives

Rental costs

Costs of government space for conversion to microfiche

Annual cost of space for reference material (government space or equivalent commercial space)

Capital costs

Costs of automated storage and retrieval equipment

Costs of copier equipment

Costs of shelving

Costs of materials

Costs of holdings maintenance materials

Costs of microfiche storage materials

Costs of copier materials

Miscellaneous costs

Costs of preparation of documents for microfilming

Preservation laboratory costs

Periodic microfiche inspection costs

In addition to cost information, data was needed with respect to forecasts of

price inflation to bring all cost data to a common base year; optimal

combinations of equipment; equipment production rates; demands for reference

services; space requirements; reliable operating procedures; discount rates

and prescribed methods of evaluating alternative Federal investments; etc.

4
Data for this study was obtained from both government and private sources. A partial listing is as follows:

U.S .Government

Bob Villanueva, Senior Economist

Council of Economic Advisors

Executive Office of the President

Washington,. DC 20500

Officials of the

National Archives and Records Administration

7th and Pennsylvania Ave. NW

Washington, DC 20408

Alan R. Calmes

Geraldine Phillips

David R. Allder

John M. Scroggins

Brenda B. Kepley

Charles Ponders

Joan Smith

Richard Yu so Nancy Menan

Maida Loescher

John Mendelsohn

Frank Burch

William H. Leary

Norvell Jones

Philip R. Ward

William K. Wilson

The Library of Congress

Washington, DC 20540

Peter Waters

Private Companies

Conservation Resources, International

William K. Hollinger, Jr.

1111 No. Royal St.

Alexandria, Virginia 22314

Julien J. Studley, Inc.

Steven Solomon

1333 New Hampshire Ave.

Washington, DC 20036

5
The Access Corporation

John K. Rokely

Mary Lee Kolich

700 N. Fairfax St.

Alexandria, VA 22314

MSTC

Whitney S. Minkler

3541 Chain Bridge Road

Suite 9

Fairfax, VA 22030-2793

AmeriCOM

Bruce R. Gray

3700 Mt. Vernon Ave.

Alexandria, VA 22305

National Micrographic Systems, Inc.

926 Philadelphia Ave.

Silver Spring, MD 20910

Security Moving and Storage

Michael Miller

1701 Florida Avenue, NW

Washington, DC 20009

Data Resources (DRI)

Steven Cohen

1750 K St. NW

9th Floor

Washington, DC 20006

BRC Associates, Inc.

B. K. Radhakrishnan

Robert Hughes Watkins

4334 Montgomery Avenue

Bethesda, MD 20814

National Academy of Science

National Research Council

National Materials Advisory Board

Committee on Preservation of Historical Records

2101 Constitution Avenue, NW

Washington, DC 20418

Various members of this committee provided verbal confirmation

of a number of elements used in this analysis.

The above mentioned persons, organizations and companies freely and willingly

made time available to furnish cost and performance data without which this

study could not have been made. The thanks of the author are, therefore, made

a part of this final report. The author is, indeed, responsible for any errors of omission.

6
Description of the Study

The Base Year was selected during the planning of the study as the very

earliest possible time that implementation might begin. Since the study

specifications were prescribed by the Office of Management and Budget (OMB)

Circular A-94, Revised, dated March 27, 1972, costs were not adjusted for

inflation. However, since required cost data was available over a range of

about three years, it was necessary to apply inflators to adjust available

cost data to the 1985-1986 base year. Inflation data was available from

forecast tables developed by Data Resources, Inc. (DRI) and furnished by the

Council of Economic Advisors. Inflators for government salaries and for

consumer prices were also available from DRI and were applied to the

respective cost items. Some cost items, such as government building space

costs, which were affected by both government salaries and by consumer price

items such as fuel, energy and supplies, were adjusted by the simple average

of both indices. Since the adjustment period never exceeded three years, the

discrepancy introduced here is believed to be minimal.

Also, in accordance with the prescribed methods of OMB Circular A-94, Revised,

study period costs were discounted to present value at the rate of 10%. Use of

the discounting procedure allows costs (and benefits) accruing in out-years to

be compared on a common basis. The discount factors are easily computed using

a compound interest table. The present value of an expenditure in, say, five

years, is the amount which must be invested in the base year, compounded at

10%, which at the end of five years will yield the expenditure value. Thus,

it is apparent that both out-year costs and out-year benefits appear smaller

in the comparison than they will be at the time they occur. The purpose of

this procedure is twofold: it provides a standard basis of comparison of

cost and benefit time-streams when the occurrence of costs and benefits does

not take place uniformly; in addition, it weights investment decisions heavily

by early-year costs and benefits. The philosophy behind use of the

present-value analysis is that there is so much competition for scarce federal-investment dollars, that projects with big, short term returns should

get funding priority. The present-value analysis makes these projects stand

out among projects offering high early costs and delayed return on investment.

Notwithstanding the purpose of present-value analysis, if a Federal investment

is to be made, it must be paid for in current-value dollars, not discounted

(present value) dollars. Therefore, for each alternative, this study presents

estimates of both discounted and undiscounted costs over the twenty-five year

comparison period.

Space rental costs in this type of study are not trivial. The costs of

government-owned space were listed as $4.80 per square foot in 1983-1984.

Inflated to the base year of 1985-1986, this becomes $5.25. Comparable

commercial space in the same section of the city is listed at $20.15 per

square foot in 1983-1984, and was inflated to $22.26 for 1985-1986. Where

significant amounts of space were used in any alternative, either permanently

or temporarily (as for camera space for microfiche conversion), rental costs

were included in the analysis.

7
Although less expensive commercial space is available at other locations in

the greater Washington, D.C. area, the cost of comparable commercial space

within the Pennsylvania Avenue corridor was used in this study to reflect the

true marginal value of space released for other archival purposes, or the cost

of acquiring contiguous space in the vicinity of the main Archives Building.

8
CHAPTER III - ANALYSIS OF DATA

Major Assumptions

In a cost comparison study of this nature, a great many assumptions are inherently a part of the scenarios. Most of these assumptions are related to

how the systems, which are being analyzed, perform.

A list of such assumptions follows:

The Base Case (A. ) in this study consists of performing holdings maintenance

on original documents and using these documents to provide reference service.

Holdings maintenance is envisioned to involve replacement of acidic folders

and boxes with approved archival materials and relabeling as required. All

documents in the pension files have previously been unfolded. The holdings

maintenance function will be engineered to use ergonomically designed work

stations on wheels, which are wired for plug-in power and have a comfortable

seat attached. Maintenance technicians will be trained carefully, and helpers

will be assigned to assist with the logistics of pulling boxes for

maintenance, restoring boxes to the shelves as maintenance is completed, and

bringing in new boxes and folders and removing waste materials.

The NARA is planning to rehabilitate the air filtering, temperature and

humidity controls in the main Archives Building as part of a separate project.

The improved atmosphere for storage of paper documents is much dependent upon

this project, the cost of which is not included in this analysis. It is

understood that this improvement will be made and is totally independent of

the selected preservation treatment (if any) of the the pension files. After

completion, the air filtering, temperature and humidity control system will

likely cause rent in the main archives building to increase due to the

additional operating costs. This potential increase in rent is not reflected

in this analysis.

Reference service to be provided in this base case is similar to the reference

service currently available. Up to fourteen copies of individual sheets will

be mailed in response to write-in requests; walk-in researchers will be

allowed to look at the entire contents of the file.

The First Alternative (B. ) system being analyzed in this study for

preservation of the pension files consists of converting the files to

microfiche using an integral number of fiches for each pension file.

Preparation and any special laboratory work required prior to filming will be

done by Archives technicians. Camera work, developing, cutting, and quality

control will be performed by contract, with all work being done in the Main

Archives Building. The basic purpose of this is to maintain control of

historic records and to cause as little interruption to reference service as possible. Microfiches are to have eye-readable titles. Silver duplicate

negatives are to be made for reference use. Camera original silver negatives

will be placed in storage at an off-site location. The original documents are also to be stored off-site after filming and inspection. The reference set of

microfiche are to be stored in the Main Archives Building. Each microfiche

9
would be stored in a polyester sleeve (reference set only) and each set of

fiches comprising a pension file are to be stored together within an acid-free, labeled paper envelope. For ease of retrieval and refiling,

twenty point dividers are to be placed at approximately every two-hundred

fiche. The fiche are to be stored in acid-free boxes on steel shelving.

Microfiche readers are to be placed within the storage room for the use of

reference technicians. Both walk-in and write-in researchers are to be

provided with Diazo copies of the fiches. This would require that both walkin and write-in researchers have access to a microfiche reader.

The time and cost of retrieval/refiling of microfiche pension files was determined by physical simulation of the process. There is no differential

in the simulated time or cost of servicing different types of pension records.

If, in fact, there is a differential, as there currently is with the paper

records, this could be a potential source of cost estimation variance. It is

believed that the variation of reference times and costs currently existing

with the original document files is attributable to the locations of various

segments of the files within the National Archives Building and the varying

logical arrangement of files within these segments. It is proposed that after

conversion to hand-retrievable microfiche, all these fiche be stored in one location and in a uniform, logical arrangement.

Transport costs of paper and duplicate negatives to an off-site storage

location, periodic inspection, cost of shelving and annual rental costs at the

off-site location, postage costs for mailing Diazo copies to write-in

researchers have been included. The process of conversion to microfiche would

be staged in such a manner as to convert the most frequently-used files first.

It was assumed that the existing system would be used entirely the first year,

and for the next three years, the microfiche system would be phased in

gradually. In the fifth year of the conversion process, it was assumed that

the least-used files would be converted and for all practical purposes,

reference would be provided from the microfiche files.

The Second Alternative (C.) system being analyzed in this study for

preservation of the pension files is quite similar to the first alternative in

the conversion of the original paper pension records to microfiche. However,

in an effort to reduce the required number of fiche, the pension records are stacked on the microfiche: each pension file does not necessarily comprise an integral number of microfiches. This stacking process requires that a machine-readible index be prepared for the whole set of pension files. This

index subsequently must be keyed to the location of the pension records on microfiche in storage. The second alternative system utilizes an automatic

electro-mechanical storage and retrieval system.

This system, when coupled with the aforementioned machine-readible index,

provides for very rapid retrieval and refile of pension records. Both walk-ln

and write-in researchers are to be provided with Diazo copies of pension file

microfiche which they can retain. As in the case of the first alternative

system, researchers would need access to a microfiche reader. The cost of

preparing the machine-readible index to the pension files Is large. For the

purpose of this cost analysis, prices were obtained for key-entry of these

10
index data in Bombay, India. At least one other government agency has had

key-entry of non-sensitive records performed under a similar arrangement. The

preparation of duplicate silver negatives, storage of camera original silver

negatives, the original paper documents, quality control, periodic inspection,

and the mailing of Diazo microfiche copies to write-in researchers would be

similar to the first alternative system.

The second alternative system has many interesting properties: it requires

little manual interaction with the microfiche; it provides extremely rapid

retrieval and refiling capabilities. Unfortunately, the demand does not exist

to take advantage of these capabilities. The electro-mechanical storage and

retrieval system can service the current total annual demand in little more

than one eight hour shift, and optimistic projections of demand do not suggest

that this might increase to as much as two eight hour shifts in twenty-five

years

!

A Fee is charged at this time to write-in researchers to cover the cost of

copying and mailing requested pension file information. These fees are paid

into the Archives Trust Fund. The fee is periodically reviewed to assure that

it covers prescribed costs. For the purpose of this study, this fee was held

constant over the twenty-five year period. It is, however, possible that the

fee might be adjusted upward or downward to cover the same or different

designated costs at any time.

Method of Analysis

The method of analysis utilized a spread-sheet micro-computer program to

record data entries, make extensions and provide the summations which comprise

the results of this study. Data development which were entered into the

spread-sheet are summarized in the Appendix B of this report. The detailed

data collection and analysis are massive and are contained in two large

loose-leaf notebooks available for review, by special arrangement, at the

National Archives, Washington, DC 20408.

The spread-sheet data columns produced for this cost analysis are presented as Table A, in Appendix B. The spread sheet data comprise 130 columns not all of

which were used in the analysis. Some columns have entries for the years

1983-1984 and/or 1984-1985 because data was available for these years. These

data were adjusted for inflation to approximate the value for the first year

of the 25 year study period, 1985-1986. There are twenty-five possible line

data entries corresponding to specific years in the study period which

includes the year 2009-2010. With the exception of the first column, all

columns are labeled sequentially beginning with ”B" and continuing through

"DZ" . Again, with the exception of the first column, which is a sequential

numbering of rows, all columns are labeled with generally applicable labels

above specific labels. The first columns contain data for the base case;

these columns are followed by columns of data for the second preservation

alternative (automatic storage and retrieval of microfiche). A large portion

of these data for the second alternative are also common to the first

preservation alternative. The next set of columns contain data for the first

alternative (manual retrieval of microfiche copies). The last set of columns

contain summation data on a line-by-line basis. Twenty-five year totals are indicated below the dashed line at the bottom of the page.

11
CHAPTER IV - RESULTS AMD CONCLUSIONS

The purpose of this research is to demonstrate the use of cost analysis in

evaluation and selection of preservation alternatives by the National Archives

and Records Administration. The methodology is general and is useful in

evaluating many types of investment alternatives. This research also

demonstrates the usefulness for maintaining a comprehensive cost accounting

system within government functions. Where cost data are unknown or unavailable, it is necessary to make estimates by simulation or other

techniques.

Results

The results of this study are shown in Table B. The values entered in this

table are 25-year estimated total costs for three alternative systems for

preserving the historic pension files in the National Archives: Case A, a base case defined as providing service from the original documents and

performing holdings maintenance on these documents; Case B, converting the

files to "unstacked" microfiche and providing reference service by hand

retrieval of microfiche; Case C, converting the files to "stacked" microfiche,

building a machine- readable index, and providing automatic retrieval of

microfiche. Unstacked microfiche refers to the conversion procedure wherein

each new pension file begins with the first page on a new sheet of fiche and

continues as necessary to the end of the file which might occur part-way

through a sheet of film. Stacked microfiche refers to the conversion

procedure wherein a new pension file begins with the first page following the

last page of the previous file which might occur anywhere on a microfiche

sheet. Stacked microfiche require precise indexing but substantially less

fiche because there is no waste space on the contiguous set of fiche.

Each alternative is presented in two cost categories: "Archives space"

wherein floor space is priced at the derived government cost for space in the

Archives Building; and "Commercial Rent" which is for comparable space within

the Pennsylvania Avenue, NW corridor in downtown Washington, DC. For each

alternative in Table B, six entries are displayed vertically:

total cost is the estimated 25 year total cost of the alternative

(undiscounted) .

o total cost discounted to "present value” at 10%.

o total estimated trust fund income (it is assumed that demand Is stable over the 25 year period and the charges are not changed)

.

o total trust fund income discounted to "present value" at 10%.

o net total cost - total 25 year estimated cost less estimated 25 year

income from the trust fund.

o net "present value" total 25 year cost - total 25 year "present value"

cost less total 25 year "present value" of trust fund income. (The

discount rate is 10%).

12
TABLE B

TWENTY-FIVE

YEAR

ESTIMATED

TOTAL

COSTS

OF

THREE

ALTERNATIVES

FOR

PRESERVATION

OF

HISTORIC

PENSION

FILES

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CJ CD 3 CD o o o o o o CO •H > o o o o o o CO 00 •H CD A •» 0k 0k 0k 0k QQ •H X a CM m CO vO as o P CJ cO in o MO 1-". 00 CO O P (X m av Os o m 00

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O e rH iH CO CD rH CO <D 4-) 0 H CD 0-1 CM •H T-l CO co CD 3 CO TO CD 3 co O 4-1 3 4-J 0 P 4-1 4-1 4J P rH 4-1 3 P rH 3 o 4-1 CO 4-1 rH CO in O a» co o o PM CO o 3 CM CO P 3 CD O CD CO O

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13
All costs Include ongoing and transitional reference costs. Transitional

reference costs are the costs of overlapping the existing reference services

during the period in which the new reference services are being brought

on-line. Some costs which are invariant among alternatives have not been

included as an example, the cost of sending a negative reply (one which states

that a file does not exist for the pensioner named in the inquiry) to mail

inquiries is common to each alternative and is not included.

The derived cost of space per square foot within the Archives Building is

very low with respect to comparable commercial space within the Pennsylvania

Avenue NW corridor. Each alternative was analyzed using each rental cost

separately in order to allow decision-makers at NARA to perceive the

differential space requirements of the three alternatives in terms of the

marginal cost of additional space required or released for other archival

uses.

Costs were developed using 1985-86 as a base year. In accordance with the

applicable OMB directive (Circular A-94, Revised, dated March 27, 1972)

inflation was not considered within the 25 year study period. This time

period was arbitrarily selected to be sufficiently long to reflect the

performance differences of the alternative systems without the need for

establishing the useful life and salvage value of the various equipment

components.

The 10% discount rate is prescribed in the aforementioned OMB circular. The

10% discount is justified in the background information "because outyear

benefits are heavily discounted thus emphasizing the selection of capital

investments which produce early return-on-investment." By the same token,

alternatives wherein large capital investments can be deferred to later years can be made to appear more attractive than alternatives of the same cost which

require heavy capital investment in early years of the implementation program.

The present value analysis also has the property of allowing comparison of

out-year cost and benefit streams on a common basis. It is clear that a $100,000 benefit next year is far more valuable than a $100,000 benefit

occurring 12 years hence. The present value tables are derived for a specified discount rate using a variation of the compound interest formula.

As an examaple, the present value of a $100,000 benefit accruing in 12 years

at an interest rate of 10% is $100,000 x 0.3186 = $31,860. Or stated another

way, $31,860 is the amount which would have to be invested to yield $100,000

in 12 years at a compound interest at 10%.

The present value total costs are useful for making investment decisions and

for comparing costs and benefits which accrue in different years. Ultimately

the costs of alternatives must be paid in current dollars, not discounted

dollars. Therefore, total costs are also shown in terras of 1985-1986 dollars.

Conclusions

The twenty-five year net "present value" costs range from a low of $5,830,000

for the Case A (Base Case) with Archives Building rent to $39,661,000 for a state-of-the-art system providing automatic retrieval of microfiche and rent14
ing commercial space in the Pennsylvania Avenue, NW corridor. This is a high

capacity microfiche storage and retrieval system. A system of sufficient

capacity to store 2,921,000 files has the capability of retrieving 42,240

files in one eight hour shift. There are currently only 44,500 requests for

pension file reference per year. The demand for pension records does not even approach the retrieval capacity of the system; consequently, the benefits of

reduced operational costs result in little realizable benefits. The Base Case

system is essentially the existing pension file system enhanced with holdings

maintenance.

Given current usage of 44,500 reference requests per year and 2,900,000 total

files, if every file has an equal likelihood of use, each file would be used

every 65 years.

The 2,900,000 historic pension files in the National Archives are all

thoroughly indexed. [Only a small fraction of the total holdings in the

National Archives are thoroughly indexed.] A theoretical study by Keith R.

Eberhardt, Statistical Engineering Division, the National Bureau of Standards,

indicates that an indexed series will last nearly twenty times as long as an unindexed series before needing preservation. [See Appendix C]. In view of

the substantial difference in cost between the existing system and alternatives based upon microfiche conversion, it might be difficult to justify a preservation alternative other than performing holdings maintenance and

providing reference service on the original pension files, notwithstanding the

large amount of storage space required. In addition, new reference procedures

recently implemented in the Military Service Branch have significantly reduced

the costs of providing reference service from the original documents to

researchers using the pension files.

On the other hand, the responsible archivist must make the decision as to

whether or not making a complete copy of the whole series is worth the high

cost of conversion. There are a number of considerations in addition to costs

which must be considered in arriving at a final decision. These considerations include a backup for an irreplacible source of genealogical data, and a convenient opportunity to provide complete, compact copies of the series for

distribution to other repositories.

15
APPENDIX A

LIST OF REFERENCES

1. National Archives and Records Service, A Study of Alternatives for the

Preservation and Reference Handling of the Pension, Bounty-Land, and

Compiled Military Service Records in the National Archives , Washington, DC

20408, February 1984.

2. Scroggins, John, M. , "Pension Application Files and Related Records,"

Office of the National Archives, May 1982, (Unpublished).

3. Anthony, Robert N., et al., Fundamentals of Management Accounting , Fourth

Edition, Irwin, Homewood, 111., 1985.

4. Anthony, Robert N., Accounting Principles, Fifth Edition, Irwin, Homewood,

111., 1983.

5. Dixon, Wilfrid J., and Massey, Frank J., Introduction to Statistical

Analysis , McGraw-Hill Book Co. Inc., New York City, 1957.

6. Fishman, George S., Concepts and Methods in Discrete Event Simulation , John Wiley and Sons, New York City, 1973.

7. Thuesen, H. G. , Fabrycky, W. J. , and Thuesen, G. L. , Engineering Economy , Fifth Edition, Prentice-Hall, Englewood Cliffs, N. J. 07632.

8. Preservation of Historical Records , Committee on Preservation of

Historical Records, National Academy of Sciences (July 1986: National

Academy Press, Washington, DC 20418).

16
APPENDIX B

SPREAD SHEET ANALYSIS

Introduction

Appendix B is presented in two parts: A description of the spread sheet data

columns including a brief description of sources and development of these

data; a complete listing of the data in Table A.

Description, Sources, and Development of Spread-sheet Data

Column A is not labeled. It is the sequential numbering of rows in Table A.

Column B is the time period for the particular data line. As mentioned

earlier, the data year straddles two calendar years.

Columns C trough AF present data on current pension file annual reference demands and unit search times and costs. A positive search means that a requested file exists and can be retrieved. All positive unit search times

and costs include the time and cost of refiling. A negative demand means that

a search for the requested file was made; however, it was not found to

exist in the file set. Annual demand is presented in whole numbers. Search

time is presented in hours and costs in dollars. In these calculations made on

a minicomputer, the data is printed to four decimal places which is far beyond

what the precision of the data justifies. However, this helped to control

round-off error and permits anyone to check the results rather exactly using a hand calculator.

The reference service labor times and costs indicated in Columns D, E, G, H,

J, K, M, N, P, Q, S, T, V, W, Y, Z, AB, AC, AE, and AF were derived from

cost and performance data provided by the Military Service Branch in 1984. A

description of the development of these data is presented in the next

paragraphs.

Data describing weekly write-in and walk-in pension file research demand by

type of pension file was available in Work-performance Statistical Summaries

prepared by the Military Service Branch, NARA, for the last two quarters of

Fiscal Year FY 1983 and the first two quarters of FY 1984. These data made it

possible to separate Pension File and Combined Military Service Record (CMSR)

File usage. Data on negative searches as a percentage of total searches was available only for the first two quarters of FY 1984. These percentages

were applied to the last two quarters of FY 1983 to produce estimates for a full year.

Units (numbers of files) of work performed per hour by type of pension file

were available from the Military Service Branch Performance Statistics. These

data were manipulated to yield hours per unit (file) per type of pension file.

Positive searches were assessed an additional l/12th hour for refiling time.

Total annual labor costs plus a fringe benefit package cost of 12% were

allocated in accordance with the unit times to determine the unit costs of

service.

17
These data are presented in Table A in the following order:

Write-in pre 1861 Revolutionary War Pensions. (Walk-in pre 1861

Revolutionary War Pension Files are available, indexed, on microfilm,

self-service in the reference room.)

Walk-in Post 1861 Pensions.

Write-in Post 1861 Pensions.

Walk-in Pre 1861 Non Revolutionary War Pensions.

Write-in Pre 1861 Non Revolutionary War Pensions.

Positive demand and unit search time and cost data are always presented

before negative search data.

Column AG presents the total annual FY 1983-84 reference cost for the existing

service (Base Case) . This value is the summation of the products of the

individual demands and the unit costs. Col AG = Col C * Col E + Col F * Col H + Col I * Col K + Col L * Col N + Col 0 * Col Q + Col R * Col T + Col U * Col

W + Col X * Col Z + Col AA * Col AC + Col AE * Col AF.

Column AH lists the estimated space for the base case operation. This

includes shelf storage space and stack office space. These data were provided

by the Office of the National Archives as an inventory of space in the Main

Archives Building by functional use.

Column AI indicates the apparent "rental" cost of space in the Main Archives

Building. This cost was determined from information provided by Archives

personnel and the net usable space within the Main Archives Building.

Column AJ is the product of Column AH and Column AI and represents the total

annual space cost of the base case operation.

Column AK is the estimated unit cost of comparable commercial space in the

Pennsylvania Ave. NW Corridor. This data was obtained from a Washington D.C.

Metropolitan Area summary published by a commercial leasing organization.

Column AL is the product of Column AH and Column AK and represents the total

annual space cost at comparable commercial rates.

Column AM is the total annual number of positive write-in reference requests.

Col AM = Col C + Col 0 + Col AA.

Column AN through Column AQ describe postage costs. Column AN is the unit

cost of mailing a transmittal form, 14 sheets of copy and an envelope to

respond to a reference request. This is current practice and is typical of

the base case.

Column AO is the product of Columns AM and AN and represents the annual cost

of postage for the base case.

Column AP is the cost of mailing 100 sheets of copy printed on only one side

to a write-in requestor with a transmittal sheet and an envelope. The 100

18
sheet case is based upon the average size pension file, using fourth class

mail and sent to a midcontinent destination represented by the city of

Chicago. (This column was not used in the present study because it was deemed

to contribute little additional insight in evaluating the selected

alternatives.

)

Column AQ is the product of Column AM and Col AP. (Column AQ was not used in

the present study because it was deemed to contribute little additional

insight in evaluating the selected alternatives.)

Columns AR through AT describe price indices. These data were obtained from

Steve Cohen of Data Resources Inc. (DRI). Note: These data were applied to

base cost data to arrive at a value for Line 1 entries. The price index data,

in accordance with the Office of Management and Budget Circular A 95, Revised, was applied only to adjust cost data to the initial study year. No price

index was applied after year one of the study.

Column AR is the Consumer Price Index and was used to inflate base data prices

of commercial products and services to prices representative of the first year

of the study period.

Column AS is the Federal pay index. This index was used to inflate base data

Federal payroll costs to prices representative of the first year of the study

period.

Column AT is a simple average of the Consumer and the Federal Pay Indices.

This composite index was used to inflate base year costs of items which

comprise the costs of both Federal salaries and commercial products and

services: for example, the cost of space in the Main Archives Building.

Columns AU through BD represent an estimate of the possible growth in

reference demand for the pension files. The order of presentation is the same

as for Columns C through AF. The growth rate estimates were furnished by the

Office of the National Archives. (These data were not used in this study

because it was deemed to contribute little additional insight in evaluating

the selected alternatives.)

Columns BE through BH present the estimated costs of performing holdings

maintenance.

Column BE is a one-time cost and includes the design and procurement of mobile

work stations and the preparation and production of a training syllabus.

Column BF is the estimated annual labor cost of performing holdings

maintenance and includes training costs during the first year. Assume 1 1/2

minutes per file for performing holdings maintenance with trained teams of

technicians since the contents have previously been unfolded. It was estimated that 46 man years (at a work performance rate of 1600 hours per

year) would be required to perform holdings maintenance on the pension files.

Column BG is the estimated annual costs of holdings maintenance materials:

envelopes, boxes, and labels. Material costs were obtained from Conservation

Resources International, Inc.

19
Column BH is the summation of holdings maintenance costs. Column BH = Col BE + Col BF + Col BG.

Column BI through BN describe the costs of making copies of requested pension

files for write-in researchers in the base case. These are per^copy costs and

were obtained from cost accounting records of NARA.

Column BI is the estimated labor cost per sheet of copying pension files for

write-in researchers.

Column BJ is the estimated machine cost per sheet copied.

Column BK is the estimated materials cost per sheet.

Column BL is the total estimated copying cost per sheet. Col BL = Col I + Col

J + Col K.

Column BM is the total number of sheets copied. (The total number of positive

write-in requests multiplied by the average of 14 sheets copied for each

requestor.

)

Column BN is the total annual estimated copying cost and is the product of

Columns BL and BM.

Column BO is the annual base case cost of service using the cost of space in

the Main Archives Building and is comprised of the sum of Columns AG, AJ, AO,

BH and BN.

Column BP is the annual base case cost of service using the cost of equivalent

commercial space in the Pennsylvania Ave. N.W. Corridor and is comprised of

Columns AG, AL, AO, BH, and BN.

Column BQ is the unit reference charge to each write-in researcher to cover

the cost of making copies and postage. This charge is established

periodically by the Archives Trust Fund management.

Column BR is an estimate of the total annual write-in fees collected and is

the product of Columns AM and BQ.

Column BS is a listing of discount factors (at ten percent) by year (beginning

with year one and ending with year twenty-five). This table implicitly

assumes end-of-year lump sum costs and returns.

Column BT is an estimate of the maintenance costs for the M5/100 equipment for

automatically storing and retrieving pension file microfiche. The unit costs are from the General Services Administration (GSA) Schedule [the prices the

U.S. Government pays for many standard items are published in the GSA

Schedule] and were furnished by the Access Corporation. The additional costs

indicated for years one through six reflect the increased need for equipment

as the conversion of the pension files to microfiche approaches completion.

The acquisition phasing is described in the paragraph below.

Column BU is the estimated capital costs for the phased acquisition of the

M5/100 automatic storage and retrieval equipment. The unit costs are from thr

20
GSA Schedule and were furnished by the Access Corporation. The total costs

indicated for each year reflect the increased need for equipment as the

conversion of the pension files to microfiche approaches completion. Capital

costs of HP-1000 computer and associated software development are included

herein. The acquisition plan is as follows: 4 each M-5/100 units the first

year (1985-86) and 1 HP-1000 computer. In each of the following four years

acquire 4 each additional M5/100 units and, in this fifth year acquire an additional HP-1000 Computer.

Column BV is the estimated annual maintenance costs of the HP-1000 computer

equipment required for searching the indices to the microfiche pension files.

The unit costs are from the GSA Schedule and were furnished by the Access

Corporation. The total costs indicated for each year reflect the increased

need for equipment as the conversion of the pension files to microfiche

approaches completion. The acquisition phasing is described in the paragraph

above.

Column BW is an estimate of the number of Diazo fiche copies which must be

made for use by both write-in and walk-in researchers. For stacked fiche, it was assumed that the average file would begin at mid-fiche and require two

fiche to copy the whole file since, on the average, each file contains 100

sheets. For unstacked fiche, it was assumed that the eye-readable titling and

an average of 100 sheets per file would also require two fiche to copy the

typical pension file.

Columns BX through CB address the costs of providing the Diazo microfiche

copies needed for researchers which are listed in column BW.

Column BX is the cost of a NB 404 Printer & NB 404 Processor-Desk top rotary

printer processor. The price includes 2 cylinders of ammonia and was obtained

from the GSA Schedule. Machine replacement is anticipated in year thirteen.

Column BY is an estimate of the annual maintenance of the Diazo

printer/processor, parts, and labor.

Column BZ is an estimate of the per/copy cost of ammonia.

Column CA is an estimate of the GSA cost per sheet of Diazo microfiche film.

Column CB is the labor cost of making Diazo microfiche copies. Projecting

current practice, the labor is provided at the GS-3, step 5 rate and includes

the Archives fringe benefit package of 12%.

Column CC is the estimated total cost of providing Diazo microfiche copies.

Note that the values in this column decrease from the initial values in the

early years. The reason for this is that the values in this column in the

early years contain costs of operating the current paper copy system. These

costs taper off as the new system gradually comes into service. During the

first year of implementation, all of the copying is assumed to be done with

the existing hard copy paper system. In the second year, it is assumed to be

1/3 Diazo microfiche copies and 2/3 paper copies. In the third year of

implementation it is assumed to be 2/3 Diazo microfiche copies and 1/3 paper

copies. In the fourth year it is assumed to be all Diazo microfiche copies.

Except for the transition years, Column CC is the sura of Columns BX + BY + Col

21
BW * [Col BZ + Col CA + Col CB]. The gradual introduction of the new service

has been provided throughout this study in order to maintain uninterrupted access to the files by researchers.

Column CD is an estimate of the "present" or discounted value for each of the

twenty-five years in the study period for the base case using space costs for

the Main Archives Building. Each line in this Column is the product of

corresponding elements of Columns BS and BO.

Column CE is an estimate of the "present" or discounted value for each of the

twenty-five years in the study period for the base case using space costs for

equivalent commercial space within the Pennsylvania Ave. N. W. Corridor. Each

line in the Column is the product of corresponding elements in Columns BP and

BS.

Column CF is an estimate of the "present" or discounted value for each of the

twenty-five years in the study period of the annual income from the Archives

Trust Fund. This fund receives the fees collected for mail order reference

service.

Column CG is an estimate of the cost of microfilming preparation labor,

supervision and space rental costs in the Main Archives Building. This

activity is scheduled to be completed in five years. These costs were obtained by projecting cost data obtained during the microfilming of the Navy

Widows files.

Column CH is an estimate of the cost of titling unstacked fiche. This

activity is scheduled to be completed in five years. These costs were obtained by projecting cost data obtained during the microfilming of the Navy

Widows files.

Column Cl is an estimate of the costs of supportive NARA conservation

laboratory services. This activity is scheduled to be completed in five

years. These costs were obtained by projecting cost data obtained during the

microfilming of the Navy Widows files.

Column CJ is an estimate of the cost of key entry of the pension file indices.

This process is estimated to be completed within two years. These costs were obtained from the Firm of BRC, Incorporated, Bethesda, MD. BRC has provided

this service previously to another government agency.

Column CK is an estimate of the cost of conversion of the historic pension

files to microfiche. It includes camera costs, processing, quality assurance,

and rent in the Main Archives Building. This process is scheduled to be

completed in five years. These cost data were obtained by requesting

quotations for conversion from commercial firms providing these services. The

lowest of three quotations were used for this study. Prices are comparable to

costs provided verbally by the manager of microfilming for the Mormon Church

Genealogical Records.

Column CL is the estimated cost of titling stacked microfiche. This column is

comparable to Column CH for titling unstacked fiche. Due to efficiencies in

multiple titling, it was assumed that titling costs for stacked fiche would b<.‘ 80% of the cost of titling unstacked fiche.

22
Column CM is the estimated cost of preparing duplicate silver negatives of the

stacked fiche for use in reference service at the National Archives Building.

These cost data were obtained by requesting quotations from commercial firms

providing these services and selecting the lowest cost. The camera original

silver negatives are to be stored off-site.

Column CN and CO are the estimated respective costs of preparing silver

positive and visicular positive microfiche copies. These cost data were

obtained by requesting quotations from commercial firms providing these

services and selecting the lowest cost. Columns CN and CO were not used in

this study because it was deemed to contribute little additional insight in

evaluating the selected alternatives.

Column CP is an estimate of the labor cost to operate the automatic storage

and retrieval system. These costs are based upon a staff of one GS 5/5

systems clerk and three GS 3/5 clerks. The initial costs decline in the

early years because, in the beginning, it is necessary to continue operating

the existing system to maintain reference service. The existing system is

tapered off as more of the proposed system comes on line.

Column CQ is an estimate of the space rental costs in the Main Archives

Building for the automatic storage and retrieval system being considered as an alternative. The entry on the first line is the space cost of the existing

system. Both systems occupy space in years two through five. At the end of

the fifth year, the existing paper files are assumed to be relocated to

storage in Boyers, Pennsylvania, and space rental costs in the Main Archives

Building are reduced accordingly.

Column CR is comparable to Column CQ, but is based upon commercial rent in the

Pennsylvania Ave. N. W. Corridor.

Column CS is an estimate of the annual storage costs of the original pension

files at Boyers, Pennsylvania. An estimated 140,000 boxes require

approximately 86,650 square feet of shelf space. One square foot of floor

space is required for ten square fee t of shelf space.

Column CT is an estimate of the cost of shelving for use at Boyers. A

projected requirement of 1238 units @ $255.40 per compartment of ten shelves.

Column CU is vacant and not used in this study.

Column CV is an estimate of the cost of transporting the original pension file

documents to the proposed storage location at Boyers, Pennsylvania. The

average file is estimated to weigh about ten pounds based upon sample

measurements, for a total shipment weight of 140,000 pounds. Costs include

required labor surcharges at origin and destination.

Column CW is the estimated cost of positive non-automated (hand) retrieval of

unstacked microfiche pension files. Refiling costs are included. Times were

determined by physically simulating retrieval and refiling of microfiche.

Column CX is the estimated cost of negative non-automated (hand) searched (but

not found) unstacked microfiche pension files. Times were determined by

physically simulating search for microfiche.

23
Column CY is the estimated annual number of positive retrievals for both the

stacked and the unstacked microfiche pension files. Note that with the files

converted to microfiche, both walk-in and write-in researchers must be

furnished Diazo copies of the records.

Column CZ is an estimate of the number of negative retrievals. (A negative

retrieval a pension file that is not found either because it does not or did

not ever exist, or because it is missing.) This information is used to

estimate the cost of operating the hand retrieval system which is not provided

with a machine-readable index.

Column DA is an estimate of the Main Archives Building space rental costs for

the alternative considering hand-retrieval of unstacked microfiche. Note that

these costs are substantially reduced in the sixth year. This is caused by

the maintenance of the existing system until the conversion of all the files

to microfiche is completed.

Column DB is comparable to column DA but is based upon commercial rental costs

in the Pennsylvania Ave. N. W. Corridor.

Column DC is an estimate of the reference costs of hand retrieval of

microfiche. The first year is the cost of operating the existing system. It

is assumed that in the second year two thirds of the reference service is

provided by the existing system (at two thirds of full operating cost) and one third by hand retrieval of microfiche; third year, one third by the existing

system and two thirds by hand retrieval of microfiche; and at the end of the

fourth year, all reference service is provided by hand retrieval of

microfiche. This is assumed because microfiche conversion is to begin on high

usage sectors of the pension files and proceed towards segments which receive

little or no usage. During the fifth year, microfiche conversion will be

completed on the least used segments of the pension files.

Column DD is an estimate of the storage cost of a complete set of silver

negative unstacked microfiche at Boyers, Pennsylvania.

Column DE is an estimate of the cost of transporting the boxed set of

unstacked microfiche to Boyers, Pennsylvania early in the sixth year of the

comparison period.

Column DF is an estimate of the cost of providing shelving for the set of

unstacked microfiche at Boyers, Pennsylvania. Space is provided for fiche,

paper file envelopes, dividers, and boxes. These camera original silver

negative microfiche are not stored in polyester sleeves.

Column DG is an estimate of the cost of boxes, sleeves, dividers and envelopes

for the unstacked microfiche which are to be used for reference and for the

camera original silver negatives which are to be sent to Boyers, Pennsylvania

for backup. (Only the reference set are to be provided with the polyester

sleeves.

)

24
Column DH is an estimate of the incremental cost of producing unstacked

microfiche. Since preparation and camera work is the same for stacked or unstacked microfiche, this cost reflects the additional expense of the film

and the processing of 7,000,000 + microfiche vs. 4,000,000 + microfiche for

the stacked alternative.

Column 01 is an estimate of the cost of producing duplicate negatives of the

unstacked microfiche for reference use in the Main Archives Building. Unit

costs were determined by obtaining estimates for specified volumes from

commercial firms.

Column DJ is an estimate of the cost of providing additional microfiche

reading machines in the reference room and new machines in the stacks for the use of reference technicians who service the unstacked microfiche pension

records. Based upon available data, six additional machines will be required

to provide for peak period usage in the reading room. Sixteen machines will

be required in the stacks. These machines are proposed for incremental

purchase as the conversion to microfiche proceeds.

Column DK is an estimate of the annual cost of postage for mailing Diazo

microfiche copies of pension files to write-in requestors. The proposed

system is assumed to taper into service over the five year period of the

conversion to microfiche as described in Column DC above. These costs are the same for stacked or unstacked microfiche.

Column DL is an estimate of the cost of providing additional microfiche

reading machines in the reference room for the automatic-storage-and-retrieval

of microfiche alternative. Based upon available data, six additional machines

will be required to provide for peak period usage in the reading room.

Column DM is an estimate of the cost of providing shelving for the stacked

microfiche camera original silver negatives at Boyers, Pennsylvania. It is

assumed that the stacked negatives are stored in acid-free boxes with dividers

every 200 fiche.

Column DN is an estimate of the cost of boxes and dividers for the stacked

microfiche to be stored at Boyers, Pennsylvania.

Column DO is an estimate of transporting the stacked microfiche silver

negatives to Boyers, Pennsylvania.

Column DP is an estimate of the annual storage costs for the stacked

microfiche camera original silver negatives at Boyers, Pennsylvania.

Column DQ is an estimate of the inspection costs of unstacked microfiche.

These costs were provided by Mr. Whitney Minkler of Mirco Systems Technical

Corporation, 3541 Chain Bridge Road, Fairfax, VA. 22030. Prices are for a turn-key operation at Boyers, PA., and provide inspection on the 5th, 10th,

15th, 20th, and 25th year. The initial costs in the 5th year are higher than

costs in subsequent years because they include set-up of forms.

25
Column DR is an estimate of the inspection costs of stacked microfiche. These

costs were provided by Mr. Whitney Minkler of Mirco Systems Technical

Corporation, 3541 Chain Bridge Road, Fairfax, VA. 22030. Prices are for a turn-key operation at Boyers, PA., and provide inspection on the 5th, 10th,

15th, 20th, and 25th year. The initial costs in the 5th year are higher than

costs in subsequent years because they include set-up of forms.

Column DS is an estimate of the total yearly cost of procuring, adapting,

operating and maintaining the automatic storage and retrieval option for

preserving the historic pension files where the space rental costs are for

space in the Main Archives Building. Elements in Column DS are the total of

corresponding elements in Columns CG, CL, Cl, CJ, CK, CM, CP, CQ, CS, CT, CV,

DP, DO, DM, DN, DL, DK, DR, BT, BU, BV, and CC.

Column DT is the "present" or discounted value of Column DS where the discount

rate is ten percent. Elements in Column DT are the product of corresponding

elements in Columns DS and BS.

Column DU is an estimate of the total yearly cost of procuring, adapting,

operating and maintaining the automatic storage and retrieval option for

preserving the historic pension files where the space rental costs are for

commercial space in the Pennsylvania Ave. N. W. Corridor.

Column DV is the "present" or discounted value of Column DU where the discount

rate is ten percent. Elements in Column DV are the product of corresponding

elements in Columns DU and BS.

Column DW is an estimate of the total yearly cost of procuring, adapting

operating and maintaining the Hand-Retrieval-of-Microf iche Option for

preserving the historic pension files where the space rental costs are for

space in the Main Archives Building. Elements in Column DW are the sum of

corresponding elements in Columns CG, CH, Cl, CK, DI, DA, CS, CT, CV, DC, DD,

DE, DF, DG, DH, DJ, DK, DQ, and CC.

Column DX is the "present" or discounted value of Column DW where the discount

rate is ten percent. Elements in Column DX are the product of corresponding

elements in Columns DW and BS.

Column DY is an estimate of the total yearly cost of procuring, adapting,

operating and maintaining the Hand-Retrieval-of-Microf iche Option for

preserving the historic pension files where the space rental costs are for

commercial space in the Pennsylvania Ave. N. W. Corridor. Elements In Column

DY are the sum of corresponding elements in Columns CG, CH, Cl, CK, DI, DB,

CS, CT, CV, DC, DD, DE, DF, DG, DH, DJ, DK, DQ, and CC.

Column DZ is the "present" or discounted value of Column DY where the discount

rate is ten percent. Elements in Column DZ are the product of corresponding

elements in Columns DY and BS.

The spreadsheet data produced in this cost study are presented as Table A In

the following pages.

26
TABLE A (130 Columns)

COST & PERFORMANCE DATA TABULATION

THREE ALTERNATIVES FOR PRESERVATION OF HISTORIC PENSION FILES

B C 0 E F G

BASE CASE PENSION FILES, NO INFLATION

WRITE-IN PRE 1861 REVOLUTIONARY WAR PENSIONS'

pos i t i ve search negat 1 ve

unit jni t unit

annua 1 reference reference annua 1 reference

1 2 month reference t ime costs reference t ime

per iod demand (hours) ($) demand (hours

)

1983-84 3365 0.3903 3.7571 5983 0.2736

1984-85 3365 0.3903 3.9074 5983 0.2736

1 1985-86 3365 0.3903 4.0638 5983 0.2736

2 1986-87 3365 0.3903 4.0638 5983 0.2736

3 1987-88 3365 0.3903 4.0638 5983 0.2736

4 1988-89 3365 0.3903 4.0638 5983 0.2736

5 1989-90 3365 0.3903 4.0638 5983 0.2736

6 1990-91 3365 0.3903 4.0638 5983 0.2736

7 1991-92 3365 0.3903 4.0638 5983 0.2736

8 1992-93 3365 0.3903 4.0638 5983 0.2736

9 1993-94 3365 0.3903 4.0638 5983 0.2736

1 0 1994-95 3365 0.3903 4.0638 5983 0.2736

1 1 1995-96 3365 0.3903 4.0638 5983 0.2736

12 1996-97 3365 0.3903 4.0638 5983 0.2736

13 1997-98 3365 0.3903 4.0638 5983 0.2736

14 1998-99 3365 0.3903 4.0638 5983 0.2736

1 5 1999-00 3365 0.3903 4.0638 5983 0.2736

16 2000-01 3365 0.3903 4.0638 5983 0.2736

1 7 200 1-02 3365 0.3903 4.0638 5983 0.2736

18 2002-03 3365 0.3903 4.0638 5983 0.2736

19 2003-04 3365 0.3903 4.0638 5983 0.2736

20 2004-05 3365 0.3903 4.0638 5983 0.2736

21 2005-06 3365 0.3903 4.0638 5983 0.2736

22 2006-07 3365 0.3903 4.0638 5983 0.2736

23 2007-08 3365 0.3903 4.0638 5983 0.2736

24 2008-09 3365 0.3903 4.0638 5983 0.2736

25 2009-10 3365 0.3903 4.0638 5983 0.2736

84125 149575

Note: Spread Sheet Program used to develop Table A printed calculations to four

decimal places. This does not Imply that data is that precise. Table A

values were left unchanged to facilitate manual verification only.
12

3

4

5

6

78

9

10

1 1 12

13

1 4

15

16

1 7

18

19

20

21

22

23

24

25

H I J K L M

'WALK-IN POST 1861 PENS I 0N5*

search pos 1 t i ve search negat 1 ve

un i t un i t un i t un 1

1

reference Annua 1 ref erence reference Annua I reference

costs reference t ime cost reference 1 1 me

($) demand ( hours

)

($) demand ( hours

)

2.6308 8230 0.5185 4.9909 729 0.4018

2.7360 8230 0.5185 5. 1905 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5105 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 7 29 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 823U 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

2.8455 8230 0.5185 5.3982 729 0.4018

205750 18225

28
I2

3

4

5

6

78

9

1 0

1 1 12

1 3

1 4

15

16

1 7

18

19

20

21

22

23

24

25

N 0 P Q R S

wki it m i loot rtnsiuiHs

search pos i t i ve search negat i ve

un i t un 1

1

unit unit

reference annua 1 reference reference annua 1 reference

cost reference time cost reference time

($) demand ( hours

)

($) demand (hours

)

3.8676 16253 0.6682 6.6245 3329 0.5715

4.0223 16253 0.6682 6.8895 3329 0.5715

4 . 1832 16253 0.6682 7.1651 3329 0.5715

4. 1832 16253 0.6682 7.1651 3329 0.5715

4. 1832 16253 0.6682 7. 165 l 3329 0.5715

4. 1832 16253 0.6682 7. 1651 3329 0.5715

4. 1832 16253 0.6682 7. 1651 3329 0.5715

4. 1832 16253 0.6682 7.1651 3329 0.5715

4. 1 832 16253 0.6682 7. 1651 3329 0.5715

4 . i 832 16253 0.6682 7. 1651 3329 0.5715

4. 1832 16253 0.6682 7. 1651 3329 0.5715

4 . 1832 16253 0 . 6682 7.1651 3329 0.5715

4. 1832 16253 0.6682 7 . 1651 3329 0.5715

4. 1832 16253 0.6682 7. 1651 3329 0.5715

4. 1832 16253 0.6682 7. 1651 3329 0.5715

4. 1832 16253 0.6682 7. 1651 3329 0.5715

4 . 1832 16253 0.6682 7. 1651 3329 0.5715

4. 1832 16253 0.6682 7. 1651 3329 0.5715

4. 1832 16253 0.6682 7 . 1651 3329 0.5715

4 . 1832 16253 0.6682 7. 165

1

3329 0.5715

4. 1832 16253 0.6682 7. 1651 3329 0.5715

4. 1832 16253 0.6682 7. 1651 3329 0.5715

4. 1832 16253 0.6682 7. 1651 3329 0.5715

4. 1832 16253 0.6682 7. 1651 3329 0.5715

4. 1832 16253 0.6682 7. 1651 3329 0.5715

4. 1832 16253 0.6682 7. 1651 3329 0.5715

4. 1832 16253 0.6682 7.1651 3329 0.5715

406325 83225

29
12

3

4

5

6

78

9

1 0

1 1 12

13

1 4

15

16

1 7 18

19

20

21

22

23

24

25

T U V W X Y

' WAs>K-lN PRE 1 86 1 NON REV WAR PENS IONS - *•••*•

search pos i t 1 ve search negat 1 ve

un f t unit un 1

1

unit

reference annua 1 reference reference annua 1 reference

cost reference time cost reference t ime

($) cemand (hours) ($) demand ( hours

)

5.5012 l 766 0.7019 6.7565 493 0.5852

5.7212 1 766 0.7019 7.0268 493 0.5852

5.9501 1766 0.7019 7.3078 493 0.5852

5.9501 1 766 0.7019 7.3078 493 0.5852

5.9501 1 766 0.7019 7.3078 493 0.5852

5.9501 1766 0.7019 7.3078 493 0.5852

5.9501 1766 0.7019 7.3078 493 0.5852

5.9501 1766 0.7019 7.3078 493 0.5852

5.9501 1766 0.7019 7.3078 493 0.5852

5.9501 1 766 0.7019 7.3078 493 0.5852

5.9501 1 766 0.7019 7.3078 493 0.5852

5.9501 1 766 0.7019 7.3078 493 0.5852

5.9501 1 766 0.7019 7.3078 493 0.5852

5.9501 1 766 0.7019 7.3078 493 0.5852

5.9501 1766 0.7019 7.3078 493 0.5852

5.9501 1766 0.7019 7.3078 493 0.5852

5.9501 1 766 0.7019 7.3078 493 0.5852

' 5.9501 1 766 0.7019 7.3078 493 0.5852

5.9501 1766 0.7019 7.3078 493 0.5852

5.9501 1 766 0.7019 7.3078 493 0.5852

5.9501 1766 0.7019 7.3078 493 0.5852

5.9501 1 766 0.7019 7.3078 493 0.5852

5.9501 1 766 0.7019 7.3078 493 0.5852

5.9501 1 766 0.7019 7.3078 493 0.5852

5.9501 1 766 0.7019 7.3078 493 0.5852

5.9501 1 766 0.7019 7.3078 493 0.5852

5.9501 1766 0.7019 7.30/8 493 0.5852

44 1 50 12325

30
t2

3

4

5

6

7

8

9

10

1 1 12

13

14

15

16

1 7

18

19

20

21

22

23

24

25

Z AA AB AC AD AE

WRITE-IN PRE 1861 NON REV WAR PENS I ON* ••••«•

search pos i t 1 ve search legat i ve

un i t uni t unit unit

reference annua 1 reference reference annua 1 -eference

cost reference t ime cost reference time

($) demand (hours) ($) demand ( hours

)

5.6331 2066 0.8786 8.4574 2238 0.7619

5.8584 2066 0.8786 8.7957 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

• 6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

6.0928 2066 0.8786 9. 1475 2238 0.7619

51650 55950

31
12

3

4

5

6

7

8

9

1U

1 1 12

13

14

15

16

1 7

18

19

20

21

22

23

24

25

A.F AG AH A I AJ AK

TOTAL BASE CASE RENT** *

COMMERC 1 AL

search ANNUAL Arch T ves space

unit REFERENCE Arch 1 ves space per

reference COST gross space total square

cost area cost/SF cost foot

(S) ($) (sq ft) (S) ($) ($)

7.3340 246854.38 49505 4.8000 237624.00 20. 1500

7.6274 256728.55 49505 5.0184 248435.89 21.1776

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999. 3U 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22. 2577

1 . 9325 266999.30 49505 5.246 / 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

7.9325 266999.30 49505 5.2467 259737.88 22.2577

6674983 6493447.09

32
AL AM AN AO AP AQ

RENT BASE CASE POSTAGE •* Annual unit current unit 100

no. of cost ($) pract i ce cost ($) sheet

tota 1 pos i t i ve (14 total ($) (100 total ($)

cost wr i te sheet

)

annua 1 sheet

)

annua 1 ($) In's postage postage postage postage

997525.75 21684 0.7100 15395.64 2.4200 52475.28

1048399.56 21684 0.7462 16180.82 2.5434 55151.52

1 1 101867.44 21684 0.7843 17006.76 2.6731 57963.50

2 l 101867.44 21684 0.7843 17006.76 2.6731 57963.50

3 1 101867.44 2 1684 0.7843 17006.76 2.6731 57963.50

4 1 101867.44 21684 0.7843 17006.76 2.6731 57963.50

5 1 101867.44 21684 0.7843 17006.76 2.6731 57963.50

6 1 101867.44 21684 0.7843 17006.76 2.6731 57963.50

7 1 101867.44 21684 0.7843 17006.76 2.673 1 57963.50

8 1 101867.44 21684 0.7843 17006.76 2.6731 57963.50

9 1 101867.44 21684 0.7843 17006.76 2.6731 57963.50

10 1 101867.44 21684 0.7843 17006.76 2.6731 57963.50

1 1 1 101867.44 21684 0.7843 1 7006.76 2.673 1 57963.50

12 1 101867.44 2 1684 0.7843 17006. 76 2.6731 57963.50

13 1 101867.44 21684 0.7843 17006.76 2.6731 57963.50

14 1 101867.44 21684 0.7843 17006.76 2.6731 57963.50

15 1 101867.44 21684 0.7843 17006. 76 2.6731 57963.50

16 1 101867.44 21684 0.7843 17006.76 2.6731 57963.50

17 1 101867.44 21684 0.7843 17006.76 2.6731 57963.50

18 1 101867.44 21684 0.7843 17006.76 2.6731 57963.50

19 1 101867.44 21684 0.7843 17006.76 2.673 1 57963.50

20 1 101867.44 21684 0.7843 17006.76 2.673 1 57963.50

21 1 101867.44 21684 0.7843 17006.76 2.673 1 57963.50

22 1 101867.44 21684 0.7843 17006. 76 2.6731 57963.50

23 1 101867.44 21684 0.7843 17006.76 2.6731 57963.50

24 1 101867.44 21684 0.7843 17006.76 2.6731 57963.50

25 1 101867.44 21684 0.7843 17006.76 2.673 1 57963.50

27546685.96 542100 425169.03 1449087.51

33
AR AS AT AU AV AW

averageFORCAST ANNUAL REFERENCE DEMAND

consumer Wr 1 te- 1

n

Pre 1861 Walk- In

pr i ce Rev War Pensions Pensions

consumer f edera

1

and 4X(not compounded) 6% (not compounded

pr i ce pay fed. pay i ncrease 1 ncrease

1 ndex 1 ndex i ndexes pos it 1 ve negat i ve pos l t l ve

1 .000 1.00 1 .0000 3365 5983 8230

1.051 1 .04 1 .0455 3500 6222 8724

l 1.051 1 .04 1 .0455 3635 6461 9218

2 1.051 1.051 1.0510 3770 6700 97 12

3 1.051 1.051 1.0510 3905 6939 10206

4 1.051 1.051 1.0510 4040 7 178 10700

5 1.051 1 .051 1.0510 4175 7417 11194

6 1 .064 1 . 064 1 .0640 4310 7656 1 1688

7 1 .064 1 .064 1 .0640 4445 7895 12182

8 1 . 064 1 .064 1 .0640 4580 8134 12676

9 1 .064 1 .064 1.0640 4715 8373 13170

10 1 .064 1 .064 1 .0640 4850 8612 13664

1 1 1 .064 1 .064 1 .0640 4985 8851 14 158

12 l .064 l .064 1 .0640 5120 9090 14652

13 1 . 064 1 .064 1 .0640 5255 9329 15146

14 1 .064 1 .064 1 . 0640 5390 9568 15640

S 5 1 .064 1 .064 l .0640 5525 9807 16134

16 1 .059 1 .059 1 .0590 5660 1 0046 16628

1 7 1 .059 1 .059 1 .0590 5795 10285 17 122

18 1 . 059 1 .059 1 .0590 5930 10524 1 7616

19 1 .059 1 .059 1 .0590 6065 10763 18110

20 1 .059 1 .059 1 .0590 6200 1 1002 18604

21 1 .059 1 .059 1 .0590 6335 1124 1 19098

22 1 .059 1 .059 1 .0590 6470 1 1 480 19592

23 1 .059 1 .059 1 .0590 6605 11719 20086

24 1.059 1 .059 1 .0590 6740 1 1958 20580

25 1 .059 1.059 1 .0590 6875 12197 21074

34
12

3

4

5

6

7

8

9

10

1 1 12

13

14

15

16

17

18

19

20

21

22

23

24

25

AX AY AZ BA BB BC

Post 1861 Write-In Post 1861 Wa 1 k- 1

n

Pre 1861 Wr 1 te- 1

n

Pens 1 ons Non Rev War Pens Non Rev War Pens

6% (not compounded) 41 (not compounded) 4% (not compounded

i ncrease i ncrease Increase

negat i ve pos 1 t i ve negat i ve pos i t i ve negat i ve pos i t 1 ve

729 16253 3329 1 766 493 2066

773 17228 3529 1837 513 2149

817 18203 3729 1908 533 2232

861 19178 3929 1979 553 2315

905 20153 4129 2050 573 2398

949 2 1128 4329 2121 593 2481

993 22103 4529 2192 613 2564

1037 23078 4729 2263 633 264 7

1081 24053 4929 2334 653 2730

1 125 25028 5129 2405 673 2813

1 169 26003 5329 2476 693 2896

1213 26978 5529 2547 713 2979

1 257 27953 5729 2618 733 3062

1301 28928 5929 2689 753 3145

1345 29903 6129 2760 773 3228

1389 30878 6329 283 1 793 331 1 1433 31853 6529 2902 813 3394

1477 32828 6729 2973 833 3477

1521 33803 6929 3044 853 3560

1565 34778 7 129 3115 873 3643

1609 35753 7329 3186 893 3726

1653 36728 7529 3257 913 3809

1697 37703 7729 3328 933 3892

1 741 38678 7929 3399 953 3975

1 785 39653 8129 3470 973 4058

1829 40628 8329 3541 993 4141

1873 41603 8529 3612 1013 4224

35
I 2

3

4

5

6

7

8

9

1 0

1 S 12

13

14

1 5

16

1 7

18

19

20

2 1 22

23

24

25

BD BE BP BG BH 31

COPYING C

Pre 1861 HOLDINGS MAINTENANCE COSTS oer

one sheet

t ime labor material tota 1 labor

cost cost cost cost cost

negat i ve ($) ($) ($) ($) ($)

2238 0.00 0.00 0.00 0.00 C . 0644

2328 0.00 0.00 0.00 0.00 C . 0670

2418 14000.00 303131 .73 308874. 14 626005.87 C . 0697

2508 0.00 341520.05 308874. 14 650394. 19 C . 0697

2598 0.00 341520.05 308874. 14 650394. 19 C . 0697

2688 0.00 0.00 0.00 0.00 G . 0697

2778 0.00 0.00 0.00 0.00 C . 0697

2868 0.00 0.00 0.00 0.00 C . 0697

2958 0.00 0.00 0.00 0.00 C . 0697

3048 0.00 0.00 0.00 0.00 C . 0697

3138 0.00 0.00 0.00 0.00 £ . 0697

3228 0.00 0.00 0.00 0.00 C .0697

33 18 0.00 0.00 0.00 0.00 C . 0697

3408 0.00 0.00 0.00 0.00 C . 0697

3498 0.00 0.00 0.00 0.00 0.0697

3588 0.00 0.00 0.00 0.00 C. 0697

3678 0.00 0.00 0.00 0.00 C .0697

3768 0.00 0.00 0.00 0.00 C . 0697

3858 0.00 0.00 0.00 0.00 C . 0697

3948 0.00 0.00 0.00 0.00 C . 0697

4038 0.00 0.00 0.00 0.00 C . 0697

4 128 0.00 0.00 0.00 0.00 C . 0697

4218 0.00 0.00 0.00 0.00 C . 0697

4308 0.00 0.00 0.00 0.00 0.0697

4398 0.00 0.00 0.00 0.00 C . 0697

4488 0.00 0.00 0.00 0.00 C. 0697

4578 0.00 0.00 0.00 0.00 C . 0697

14000.00 986171 .83 926622.42 1926794.25

36
12

3

4

5

6

7

8

9

10

1 1 12

13

1 4

15

16

17

18

19

20

21

22

23

24

25

BJ BK BL BM BN BO

cosrs* * • * ANNUAL

per per per tota 1 tota 1 COST OF

sheet sheet sheet pension amount SERVICE

mach i ne supply tota 1 sheets copy Arch 1 ves

cost cost cost copi ed cost space Base

($) ($) ($) <$) Case ($)

0.0500 0.0100 0. 1244 303576 37764.85 537638.87

0.0526 0.0105 0. 1300 303576 39475.81 560821.07

0.0552 0.0110 0. 1359 303576 41255.98 121 1005.79

0.0552 0.0110 0. 1359 303576 41255.98 1235394. 1

1

0.0552 0.0110 0. 1359 303576 41255.98 1235394. 1

1

0.0552 0.0110 0. 1 359 303576 41255.98 584999.92

0.0552 0.01 10 0. 1359 303576 41255.98 584999.92

0.0552 0.01 10 0. 1 359 303576 41255.98 584999.92

0.0552 0.01 10 0. 1359 303576 41255.98 584999.92

0.0552 0.0110 0. 1359 303576 41255.98 584999.92

0.0552 0.0110 0. 1359 303576 41255.98 584999.92

0.0552 0.0110 0. 1359 303576 41255.98 584999.92

0.0552 0.0110 0. 1359 303576 41255.98 584999.92

0.0552 0.0110 0. 1 359 303576 41255.98 584999.92

0.0552 0.0110 0. 1 359 303576 41255.98 584999.92

0.0552 0.0110 0. 1359 303576 41255.98 584999.92

0.0552 0.0110 0. 1359 303576 41255.98 584999.92

0.0552 0.0110 0. 1359 303576 41255.98 584999.92

0.0552 0.0110 0. 1359 303576 41255.98 584999.92

0.0552 0.0110 0. 1359 303576 41255.98 584999.92

0.0552 0.0110 0. 1359 303576 41255.98 584999.92

0.0552 0.0110 0. 1 359 303576 41255.98 584999.92

0.0552 0.0110 0. 1 359 303576 41255.98 584999.92

0.0552 0.0110 0. 1359 303576 41255.98 584999.92

0.0552 0.0110 0. 1359 303576 41255.98 584999.92

0.0552 0.0110 0. 1359 303576 41255.98 584999.92

0.0552 0.01 10 0. 1359 303576 41255.98 584999.92

1031399.46 16551792.35

37
12

3

4

5

6

7

8

9

1 0

1 1 12

13

1 4

15

16

1 7

18

19

20

21

22

23

24

25

» BP BQ BR BS BT BU

ANNUAL Un 1

1

total

COST OF write In annual ma i ntenance

service: reference write In on system M5/100

COMM Rent fee reference df scount M5/ capita 1 Base fees factors 100's costs

Case ($) ($) ($) ($) ($)

1297540.62 5.0000 108420.00 0.000000 0.00 0.00

1360784.74 5.2275 l 13353. 1

l

0.000000 0.00 0.00

2053135.35 5.4654 1 18511.73 0.909091 27702.00 1420000.00

2077523.67 5.4654 118511.73 0.826446 76107.00 960000.00

2077523 .67 5.4654 1 18511.73 0.751315 I 12266.00 960000.00

1427129.48 5.4654 1 18511 . 73 0.683013 146966.00 960000.00

1427 129. 48 5.4654 1 18511.73 0.62092

1

175834.00 1045300.00

1427129.48 5.4654 1 18511.73 0.564474 180792.00 0.00

1427129.48 5.4654 1 1851 1.73 0.513158 180792.00 0.00

1427129.48 5.4654 1 1851 1.73 0.466507 180792.00 0.00

1427129.48 5.4654 1 1851 1.73 0.424098 180792.00 0.00

1 427129.48 5.4654 1 1851 1.73 0.385543 180792.00 0.00

1427129.48 5 . 4654 1 18511.73 0.350494 180792.00 0.00

1427129.48 5.4654 1 1851 1.73 0.31863

1

180792.00 0.00

1427129.48 5.4654 1 1851 1.73 0.289664 180792.00 0.00

1427129.48 5.4654 1 18511.73 0.26333

1

180792.00 0.00

1427129.48 5.4654 1 1851 1 .73 0.239392 180792.00 0.00

1427129.48 5.4654 118511.73 0.21 7629 180792.00 0.00

1427129.48 5.4654 118511.73 0. 197845 180792.00 0.00

1427129.48 5.4654 1 18511.73 0. 1 79859 180792.00 0.00

1 427129.48 5.4654 1 18511.73 0. 163508 180792.00 0.00

1427129.48 5.4654 118511.73 0. 1 48644 180792.00 0.00

1427129.48 5.4654 1 18511.73 0. 135131 180792.00 0.00

1427129.48 5.4654 1 1851 1.73 0. 122846 180792.00 0.00

1427129.48 5.4654 118511.73 0.11 1678 180792.00 0.00

1427129.48 5.4654 1 1851 1.73 0.101 526 180792.00 0.00

1427129.48 5.4654 1 1851 1.73 0.092296 180792.00 0.00

37605031 .22 2962793.34 4154715.00 5345300.00

38
12

3

4

5

6

7

8

9

1 0

1 1

1 2

I 3

l 4

i 5

16

l 7

18

19

20

21

22

23

24

25

BV BW BX BY BZ CA

Cost of diazo mi crof i che

(To be furnished to both write-in and walkI

ma i ntenance no of fiche

C lients

)

cost of diazo

on system to be copied mach i ne annua 1 ammon i

a

sheet f i In

HP- 1000 = 2 X no of purchase ma i ntenance per cost per

pos i t i ve cost cost f i che f i che

($) requests ($) ($) ($) ($)

0.00 0 0.00 0.00 0.0055 0 . 05e 0.00 U 0.00 0.00 0.0055 0.056

20400.00 0 0.00 0.00 0.0055 0.056

20400.00 2 1120 6300.00 675.00 0.0055 0.056

20400.00 42240 0.00 675.00 0.0055 0.056

20400.00 63360 0.00 675.00 0.0055 0.056

40800.00 63360 0.00 675.00 0.0055 0.058

40800.00 63360 0.00 675.00 0.0055 0.058

40800.00 63360 0.00 675.00 0.0055 0.058

40800.00 63360 0.00 675.00 0.0055 0.058

40800.00 63360 0.00 675.00 0.0055 0.058

40800.00 63360 0.00 675.00 0.0055 0.058

40800.00 63360 0.00 675.00 0.0055 0.058

40800.00 63360 0.00 675.00 0.0055 0.058

40800.00 63360 6300.00 675.00 0.0055 0.058

40800.00 63360 0.00 675.00 0.0055 0.058

40800.00 63360 0.00 675.00 0.0055 0.058

40800.00 63360 0.00 675.00 0.0055 0.058

40800.00 63360 0.00 675.00 0.0055 0.058

40800.00 63360 0.00 675.00 0.0055 0.058

40800.00 63360 0.00 675.00 0.0055 0.058

40800.00 63360 0.00 675.00 0.0055 0.058

40800.00 63360 0.00 675.00 0.0055 0.058

40800.00 63360 0.00 675.00 0.0055 0.058

40800.00 63360 0.00 675.00 0.0055 0.058

40800.00 63360 0.00 6 / 5.00 0.0055 0.058

40800.00 63360 0.00 675.00 0.0055 0.058

938400.00 1457280 12600 16200

39
12

3

4

5

6

78

9

1 0

1 1

1 2

1 3

1 4

i 5

16

1 7

18

19

20

2 1 22

23

24

25

CB CC CD CE CF CG

copies BASE CASE

present present present MICROFILMING

tota 1 va 1 ue va 1 ue va 1 ue prep

operator annua 1 Arch i ves commerc ia

1

of trust labor

cost per copy cost space rent fund supervl s Ion

copy (w/trans. ) 1 ncome & rent

<$) ($) ($) ($) ($) ($)

0.000 0.00 0.00 0.00 0.00 0.00

0.044 0.00 0.00 0.00 0.00 0.00

0.046 41255.98 1 100914.47 1866486.87 107737.95 3850505.79

0.046 36791.63 1020986.52 1716961 . 13 97943.55 3850505.79

0.046 19052.27 928170. 13 1560874.70 89039.64 3850505.79

0.046 7612.92 399562.55 974747.99 80945.05 3850505.79

0.046 7612.92 363238.74 886134.66 73586.42 3850505.79

0.046 7612.92 330217.25 805577.49 66896. 79 0.00

0.046 7612.92 300197.39 732342.91 60815.24 0.00

0.046 7612.92 272906.56 665765.89 55286.55 0.00

0.046 7612.92 248097.30 605242.76 50260.59 0.00

0.046 7612.92 225542.63 550219. 78 45691 .37 0.00

0.046 7612.92 205038.96 500200.32 41537.65 0.00

0.046 7612.92 186399. 1

1

454727.69 37761 .51 0.00

0.046 13912.92 169453.42 413388.03 34328.58 0.00

0.046 7612.92 154048.61 375807.43 31207.81 0.00

0.046 7612.92 140044.30 341643.38 28370.76 0.00

0.046 7612.92 127312.95 310584.76 25791 . 59 0.00

0.046 7612.92 t 15739.31 282350.43 23446.95 0.00

0.046 7612.92 105217.50 256682.08 21315.40 0.00

0.046 7612.92 95652. 1

7

233347.09 19377.62 0.00

0.046 7612.92 86956. 73 212134.23 17616.06 0.00

0.046 7612.92 79051.62 192849.43 16014.61 0.00

0.046 7612.92 71864.90 17531 7. 15 1 4558.69 0.00

0.046 7612.92 65331.62 159378.97 13235. 15 0.00

0.046 7612.92 59392.70 1 44890.75 12032.02 0.00

0.046 7612.92 53993. 15 131718.34 10938. 16 0.00

270884 6905331 14549374 1 075736 19252529

40
CH Cl CJ CK CL CM *

data camera prepare

t 1 t 1 1 ng conservation entry of supervision t 1 t l Ing s 1 1 ver

unstacked lab ml crof 1 lm process 1 ng stacked dup) Icate

f 1 che costs 1 ndl ces & rent f 1 che negat 1 ve

($) ($) ($) ($) ($) ($)

0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00

1 24481 1.10 97758.24 333023.87 3008283.96 197920.36 209050.85

2 24481 1.10 97758.24 333023.87 3008283.96 197920.36 209050.85

3 24481 1.10 97758.24 0.00 3008283.96 197920.36 209050.85

4 24481 1.10 97758.24 0.00 3008283.96 197920.36 209050.85

5 24481 1.10 97758.24 0.00 3008283.96 197920.36 209050.85

6 0.00 0.00 0.00 0.00 0.00 0.00

7 0.00 0.00 0.00 0.00 0.00 0.00

8 0.00 0.00 0.00 0.00 0.00 0.00

9 0.00 0.00 0.00 0.00 0.00 0.00

10 0.00 0.00 0.00 0.00 0.00 0.00

1 1 0.00 0.00 0.00 0.00 0.00 0.00

12 0.00 0.00 0.00 0.00 0.00 0.00

13 0.00 0.00 0.00 0.00 0.00 0.00

14 0.00 0.00 0.00 0.00 0.00 0.00

15 0.00 0.00 0.00 0.00 0.00 0.00

16 0.00 0.00 0.00 0.00 0.00 0.00

1 7 0.00 0.00 0.00 0.00 0.00 0.00

18 0.00 0.00 0.00 0.00 0.00 0.00

19 0.00 0.00 0.00 0.00 0.00 0.00

20 0.00 0.00 0.00 0.00 0.00 0.00

21 0.00 0.00 0.00 0.00 0.00 0.00

22 0.00 0.00 0.00 0.00 0.00 0.00

23 0.00 0.00 0.00 0.00 0.00 0.00

24 0.00 0.00 0.00 0.00 0.00 0.00

25 0.00 0.00 0.00 0.00 0.00 0.00

1224056 488791 666048 15041420 989602 1045254

* Column CM applies to stacked fiche only

41
12

3

4

5

6

78

9

10

1 1 12

13

1 4

15

16

1 7

18

19

20

2 1 22

23

24

25

CN CO CP CQ CR CS

storage

not used in tabu 1 at i ons

)

M system M system M system cost of

prepare prepare operat i ng Archi ves commerc i a 1 originals

s i 1 ver v i s i cu 1 ar 1 abor space rent at

pos i t i ve pos i t i ve cost Boyers

($) ($) ($) ($) ($) ($)

0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00

182940.22 9582 1 .88 266999.30 259737.88 1 101867.44 0.00

182940.22 95821 .88 198730.25 274137.88 1 162317.44 0.00

182940.22 9582 1 .88 130461.22 274137.88 1 162317.44 0.00

182940.22 95821 .88 62192.17 274137.88 1 162317.44 0.00

182940.22 95821 .88 62192.17 274137.88 1 162317.44 0.00

0.00 0.00 62192.17 14400.00 60450.00 47543.58

0.00 0.00 62192.17 14400.00 60450.00 47543.58

0.00 0.00 62192. 17 14400.00 60450.00 47543.58

0.00 0.00 62192.17 14400.00 60450.00 47543.58

0.00 0.00 62192.17 14400.00 60450.00 47543.58

0.00 0.00 62192.17 14400.00 60450.00 47543.58

0.00 0.00 62192.17 14400.00 60450.00 47543.58

0.00 0.00 62192.17 14400.00 60450.00 47543.58

0.00 0.00 62192.17 14400.00 60450.00 47543.58

0.00 0.00 62192.17 14400.00 60450.00 47543.58

0.00 0.00 62192.17 14400.00 60450.00 47543.58

0.00 0.00 62192.17 14400.00 60450.00 47543.58

0.00 0.00 62192.17 14400.00 60450.00 47543.58

0.00 0.00 62192.17 1 4400.00 60450.00 47543.58

0.00 0.00 62192.17 14400.00 60450.00 47543.58

0.00 0.00 62192.17 14400.00 60450.00 47543.58

0.00 0.00 62192.17 14400.00 60450.00 47543.58

0.00 0.00 62192.17 14400.00 60450.00 47543.58

0.00 0.00 62192.17 14400.00 60450.00 47543.58

0.00 0.00 62192.17 14400.00 60450.00 47543.58

914701 479109 1964419 1644289 6960137 950872

42
CT cu C V cw CX * CY

HAN0 RETRIEVAL

transport un 1

1

un 1

1

she 1 v i ng originals costs of costs of number

cost at to Boyers pos i t i ve negat 1 ve of

Boyers retr i eva

1

retr i eva

1

pos i t i ve

($) ($) ($) ($) retr 1 eva 1

s

0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00

1 0.00 0.00 0.00 1 .34 1 .04 31680.00

2 0.00 0.00 0.00 1 .34 1 .04 31680.00

3 0.00 0.00 0.00 1 .34 1 .04 31680.00

4 0.00 0.00 0.00 1 .34 1 .04 31680.00

5 316192.00 0.00 0.00 1 .34 1 .04 31680.00

6 0.00 0.00 234500.00 1 .34 1 .04 31680.00

7 0.00 0.00 0.00 1 .34 1.04 31680.00

8 0.00 0.00 0.00 1 .34 1 .04 31680.00

9 0.00 0.00 0.00 1 .34 1 .04 31680.00

10 0.00 0.00 0.00 1 .34 1 .04 31680.00

1 1 0.00 0.00 0.00 l .34 1 .04 31680.00

12 0.00 0.00 0.00 1 .34 1 .04 31680.00

13 0.00 0.00 0.00 1 .34 1 .04 31680.00

14 0.00 0.00 0.00 1 .34 1 .04 31680.00

15 0.00 0.00 0.00 l .34 1 .04 31680.00

16 0.00 0.00 0.00 1 .34 1 .04 31680.00

1 7 0.00 0.00 0.00 1 .34 1 .04 31680.00

18 0.00 0.00 0.00 1 .34 1 .04 31680.00

19 0.00 0.00 0.00 1 .34 1 .04 31680.00

20 0.00 0.00 0.00 1 .34 1.04 31680.00

2 1 0.00 0.00 0.00 1 .34 1 .04 31680.00

22 0.00 0.00 0.00 1 .34 1 .04 31680.00

23 0.00 0.00 0.00 l .34 1 .04 31680.00

24 0.00 0.00 0.00 1 .34 1 .04 31680.00

25 0.00 0.00 0.00 l .34 1 .04 31680.00

316192 0 234500 792000

* Column CX indicates cost of searching for records that are not found

43
12

3

4

5

6

7

8

9

10

t 1 12

13

14

15

16

1 7

18

19

20

21

22

23

24

25

cz

OF

number

DA

MICROFICHE

Arch 1 ves

DB DC DO

storage cost

0E

transport

cost to

Boyers

of space commerc i a 1 reference unstacked unstacked

negat i ve cost rent costs at Boyers f 1 che

retrievals ($) ($) ($) ($) ($)

0.00 237624.00 997525.75 0.00 0.00 0.00

0.00 248435.89 1 348399.56 0.00 0.00 0.00

12772.00 259737.88 1 101867.44 266999.30 0.00 0.00

12772.00 268762.20 1140150.68 196577.56 0. 00 0.00

12772.00 268762.20 1 140150.68 126155.82 o.co 0.00

12772.00 268762.20 1140150.68 55734.08 o.co 0.00

12772.00 268762.20 1 .40150.68 55734.08 0 . GO 0.00

12772.00 9024.32 38283.24 55734.08 1921 .50 6484.93

12772.00 9024.32 38283.24 55734.08 1921.50 0.00

12772.00 9024.32 38283.24 55734.08 1921.50 0.00

12772.00 9024.32 38283.24 55734.08 1921.50 0.00

12772.00 9024.32 38283.24 55734.08 1921.50 0.00

12772.00 9024.32 38283.24 55734.08 1921.50 0.00

12772.00 9024.32 38283.24 55734.08 1921.50 0.00

12772.00 9024.32 38283.24 55734.08 1921.50 0.00

12772.00 9024.32 38283.24 55734.08 1921.50 0.00

12772.00 9024.32 38283.24 55734.08 1921.50 0.00

12772.00 9024.32 38283.24 55734.08 1921 .50 0.00

12772.00 9024.32 38283.24 55734.08 1921.50 0.00

12772.00 9024.32 38283.24 55734.08 1921.50 0.00

12772.00 9024.32 38283.24 55734.08 1921.50 0.00

12772.00 9024.32 38283.24 55734.08 1921.50 0.00

12772.00 9024.32 38283.24 55734.08 1921.50 0.00

12772.00 9024.32 38283.24 55734.08 1921.50 0.00

12772.00 9024.32 38283.24 55734.08 1921.50 0.00

12772.00 9024.32 38283.24 55734.08 1921 .50 0.00

12772.00 9024.32 38283.24 55734.08 1921.50 0.00

319300 1515273 6428135 1815882 38430 6485

44
12

3

4

5

6

7

8

9

10

1 1 12

13

14

15

16

1 7

18

19

20

21

22

23

24

25

OF DG DH 0

1

0J DK

she! v i ng cost of i ncrementa

1

cost of cost of annua 1 cost at boxes

,

cost of dupl 1 cate microfiche postage

Boyers s 1 eeves ,

&

produc i ng s 1 1 ver neg. readers cost

unstacked enve 1 opes unstacked unstacked unstacked stacked or

f 1 che unstacked f i che f 1 che unstacked

(S) ($) ($) ($) ($) ($)

0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00

0.00 169347.83 1 18462.50 362260.08 3976.50 17006.76

0.00 169347.83 1 18462.50 362260.08 1192.95 12928.00

0.00 169347.83 1 18462.50 362260.08 1192.95 8849.24

0.00 169347.83 1 18462.50 362260.08 1192.95 4770.48

1 1561 .00 169347.83 1 18462.50 362260.08 1192.95 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

0.00 0.00 0.00 0.00 0.00 4770.48

11561 846739 592313 181 1300 8748 143735

45
12

3

4

5

6

7

8

9

10

1 1 12

13

14

1 5

16

1 7

18

19

20

2 l 22

23

24

25

0L 0M ON DO DP

cost of she Ivina cost of transport storage

m i crof i che cost at boxes and cost to cost at

readers Beyers dividers Boyers Boyers

stacked stacked for stacked stacked stacked

f i che f i che f i che f i che

($) ($) ($) ($) ($)

0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00

2385.90 0.00 1121.92 0.00 0.00

0.00 0.00 1121.92 0.00 0.00

0.00 0.00 1121.92 0.00 0.00

0.00 0.00 1121.92 0.00 0.00

0.00 3005.86 1121.92 0.00 0.00

0.00 0.00 0.00 3742.28 499.59

0.00 0.00 0.00 0.00 499.59

0.00 0.00 0.00 0.00 499.59

0.00 0.00 0.00 0.00 499.59

0.00 0.00 0.00 0.00 499.59

0.00 0.00 0.00 0.00 499.59

0.00 0.00 0.00 0.00 499.59

0.00 0.00 0.00 0.00 499.59

0.00 0.00 0.00 0.00 499.59

0.00 0.00 0.00 0.00 499.59

0.00 0.00 0.00 0.00 499.59

0.00 0.00 0.00 0.00 499.59

0.00 0.00 0.00 0.00 499.59

0.00 0.00 0.00 0.00 499.59

0.00 0.00 0.00 0.00 499.59

0.00 0.00 0.00 0.00 499.59

0.00 0.00 0.00 0.00 499.59

0.00 0.00 0.00 0.00 499.59

0.00 0.00 0.00 0.00 499.59

0.00 0.00 0.00 0.00 499.59

2386 3006 5610 3742 9992

46
i2

3

4

5

6

7

8

9

10

1 1 12

13

14

15

16

17

18

19

20

2 1 22

23

24

25

OQ

5 year

m 1 crof i che

1 nspect ion

cost

unstacked

($)

0.00

0.00

0. 00

0.00

0.00

0.00

161595.00

0.00

0.00

0.00

0.00

113116.50

0.00

0.00

0.00

0.00

113116.50

0.00

0.00

0.00

0.00

113116.50

0.00

0.00

0.00

0.00

113116.50

614061

OR

5 year

m i crof i che

i nspect ion

cost

stacked

($)

0.0G

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0.0C

93251 .25

0 . 00

0.00

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65257.88

0.00

0.00

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0.00

65257.88

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65257.86

0.00

0.00

0. 00

0. OU

65257.86

354283

47
i2

3

4

5

6

7

8

9

10

l 1 12

13

14

15

16

17

18

19

20

21

22

23

24

25

DS or DU OV

M SYSTEM**"*

ARCHIVES SPACE COMMERCIAL RENT

annua

l

present annua 1 present

cost va l ue cost va 1 ue

($) ($) ($) ($)

0.00 0.00 0.00 0.00

0 . 00 0.00 0.00 0.00

9753152.81 8866503.44 10595282.37 9632075.84

9276759.75 7666740.98 10164939.31 8400773.43

8889807.73 6679045.90 9777987.29 7346348.52

8840720.57 6038327.08 9728900. 1

3

6644965.26

9387737.68 5829043.47 10275917.24 6380532.81

596853.02 336908.01 642903.02 362902.04

358610.74 184023.97 404660.74 207654.90

358610.74 167294.42 404660.74 188777.07

358610.74 152086. 10 404660.74 171615.81

423868.62 163419.58 469918.62 181 173.83

358610.74 125690.91 404660.74 141831 . 16

358610.74 1 14264.50 404660.74 128937.46

364910.74 105701 .50 410960.74 I 19040.53

358610.74 94433.32 404660.74 106559.72

423868.62 101470.76 469918.62 1 12494 . 76

358610.74 78044. 10 404660.74 88065.91

358610.74 70949.34 404660. 74 80060. 10

358610.74 64499.37 404660.74 72781 .88

358610.74 58635.72 404660.74 66165.27

423868.62 63005.53 469918.62 69850.58

358610.74 48459.43 404660.74 54682.21

358610.74 44053.89 404660.74 49710.95

358610.74 40048.93 404660.74 45191.70

358610.74 36408.31 404660.74 41083.59

423868.62 39121 .38 469918.62 43371 .61

53825967 37168180 59141815 40736647

48
12

3

4

5

6

7

8

9

10

1 1 12

13

14

15

16

1 7

18

19

20

21

22

23

24

25

0W DX DY DZ

HAND RETR I E VAL* • * ’

ARCHIVES SPACE COMMERCIAL RENT

annua 1 present annua

l

present

cost va 1 ue cost va 1 ue

($) ($) ($) ($)

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

8440405.92 7673097.06 9282535.48 8438669.46

8367681 .84 6915437.18 9239070.32 7635592.71

8275441 .98 6217463.69 9146830.46 6872150.93

8189502 . 1

3

5593536.42 9060890.61 6188706.08

8678850 . 13 5388880.30 9550238.61 5929943.71

367591 .81 207496.02 396850.73 22401 1.92

126606.88 64969.33 155865.80 79983.78

126606.88 59063.00 155865.80 72712.49

126606.88 53693 . 155865.80 66102.37

239723.38 92423.67 268982.30 103704.24

126606.88 44374.95 155865.80 54630.03

126606.88 40340.88 155865.80 49663.68

132906.88 38498.34 162165.80 46973.59

126606.88 33339.52 155865.80 41044.30

239723.38 57387.86 268982.30 64392.21

126606.88 27553.33 155865.80 33920.9

2

126606.88 25048.54 155865.80 30837.27

126606.88 22771 .39 155865.80 28033.87

126606.88 20701 .24 155865.80 25485.31

239723.38 35633.44 268982.30 39982.61

126606.88 17108.51 155865.80 21062.30

126606.88 15553.15 155865.80 19147.49

126606.88 14139.20 155865.80 17406.78

126606.88 12853.89 155865.80 1 5824.43

239723.38 22125.51 268982.30 24825.99

45183771 32693490 50096632 36124808

49
APPENDIX C

The Effect of Indexing a Series of Archival Records

This exercise examines Che savings, in terms of less handling of archival

materials by researchers, that accrue when the records are indexed. As a

basis for comparison, we consider a series consisting of 1000 cubic feet of

records, housed in 3000 standard, one- third cubic foot, archives boxes. In

addition, we assume the records are stored in folders within the archives

boxes, 12 folders per box, so there are 36000 folders in all. The following

discussion compares "Case A," in which the series is assumed to be wellindexed, with the case of an unindexed series, "Case B."

The starting assumption for Case A is that the index for the series in

question would identify the archives box, and the exact folder within the box,

containing the records needed by any researcher. Thus researchers would only

handle the records in the folders containing the specific items of interest.

In Case B we assume that this same series of 36000 folders is virtually

unindexed, but that finding aids would allow a researcher to narrow the search

to a group of 20 boxes (i.e. 240 folders) in which the records of interest

would eventually be found. Assuming that the search within the 20 boxes

depends strictly on chance, how many folders would have to be examined? If

the needed records are contained in a single folder, then, on the average, the

researcher would have to examine 1/2 of the 240 folders, or 120 folders, to

find the right one. If 2 folders must be found, then 2/3 of the 240 folders,

or 160, would have to be examined on the average. In general, if N particular

folders must be found, and the search is modeled as repeated random draws

(without replacement) from 240 folders, then a proportion N/(N+1) of the

folders will have to be drawn, on the average, to find all N folders of

Interest.

50
It is instructive to consider what happens if 1000 researchers per year

were to use this series under the assumptions of Case A and Case B. Since the

number of folders ultimately needed by each researcher is variable, we assume

that the required number of folders varies randomly and with equal

probabilities over the range of 1 to 20 folders per researcher. This means

that the average number of folders per researcher is 10.5, or 10500 folders

per 1000 researchers. In Case A, in which the series is well-indexed, the

number of folders handled would be just 10500 per 1000 researchers. However,

in Case B, since each researcher searches among the folders in 20 boxes to

find the ones needed, the average number of folders handled per 1000

researchers works out to be 1000x2 40x( average of 1/2, 2/3, 3/4, ..., 20/21) =

208256 folders. This is nearly 20 times as many folders handled compared to

Case A.

Assuming the series consists of 3000 boxes (36000 folders) , and assuming

all folders get equal use, the number of times an average folder is handled

per year (i.e., per 1000 researchers) is

Case A 0.29 handlings per folder per year

Case B 5.78 handlings per folder per year

Assuming that a given amount of use (i.e. a given number of handlings by

researchers) will cause archival records to need preservation attention, the

indexed series (Case A) will last nearly 20 times as long as the unindexed

series (Case B) before needing preservation. Put another way, the indexed

series can withstand research activity of about 20 times as many users as the

unindexed series for the same amount of wear and tear.

51
The material presented in Appendix C was prepared by Keith R. Eberhardt

(Statistical Engineering Division, Center for Applied Mathematics, National

Bureau of Standards) for presentation to the Committee on Preservation of

Historical Records of the National Research Council, National Academy of

Sciences, on September 19, 1985.

52
NBS-114A (rev. 2-80

U.S. DEPT. OF COMM.

BIBLIOGRAPHIC DATA

SHEET (See instructions)

1. PUBLICATION OR

REPORT NO.

NBSIR 86-3335

2. Performing Organ. Report No, 3. Publication Date

JULY 1986

4. TITLE AND SUBTITLE

Cost Comparison of Selected Alternatives for Preserving Historic Pension Files

5. AUTHOR(S)

Ralph E. Schofer

6. PERFORMING ORGANIZATION (If joint or other than NBS, see instructions)

NATIONAL BUREAU OF STANDARDS

DEPARTMENT OF COMMERCE

WASHINGTON, D.C. 20234

7. Contract/Grant No. 7120451

S. Type of Report & Period Covered

Final Report

9. SPONSORING ORGANIZATION NAME AND COMPLETE ADDRESS (Street. City. State. ZIP)

National Archives and Records Administration

7th & Pennsylvania Aves. N.W.

Washington, DC 20408

10.

SUPPLEMENTARY NOTES

] Document describes a computer program; SF-185, FIPS Software Summary, is attached.

11.

ABSTRACT (A 200-word or less factual summary of most significant information. If document includes a significant

bi bl iography or literature survey, mention it here)

This report describes the results of a cost study of three selected alternatives for

preserving the historic pension files. The three alternatives evaluated comprise

three levels of technology: Hand retrieval of original paper documents; Hand retrieval

of microfiche copies of the original documents; and Automatic retrieval of microfiche

copies

.

Results indicate that the microcopy alternatives substantially reduce storage space

requirements and the labor cost of providing reference service. The automatedretrieval-alternative reduction in labor cost is very substantial. However, the

extremely high cost of converting the files to microfiche more than cancels out the

savings in both space and operating costs, except under very high reference usage.

(This is true even if the original documents are discarded after conversion and

incur no additional expense.)

Improving the storage environment and continuing reference service with the original

documents is an attractive alternative. At current usage rates, each file is requested

on the average, every 65 years. At these rates, preservation experts do not expect

the documents to deteriorate from reference usage.

12.

KEY WORDS (Six to twelve entries ; alphabetical order; capitalize only proper names; and separate key words by semicolon s) cost analysis, cost modeling, alternative selection life cycle costing, systems analysis, cost study, preservation alternative analysis, alternative analysis

13. AVAILABILITY

fxl Unlimited

| | For Official Distribution. Do Not Release to NTIS

[~~] Order From Superintendent of Documents, U.S. Government Printing Office, Washington, D.C.

20402.

(jjJ Order From National Technical Information Service (NTIS), Springfield, VA. 22161

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