Data linkage and virtual machine costs

CVDL operate on a cost recovery basis and charge fees for data linkage projects and for the use of VALT virtual machines to access and analyse data.

Data linkage costs

The cost for data linkage projects varies according to the complexity of the request, particularly where there are requests for data that aren’t routinely linked in the Integrated Data Resource (IDR), if there are cohort files that need to be linked, whether the project involves multi- or cross-jurisdictional linkage, and whether additional legal review is required e.g. development of a privacy impact assessment.

The table below shows a breakdown of time required for various project elements. This can be used to estimate linkage costs based on CVDL’s daily rate of $1,422 per day plus GST (i.e. $1,564 inc. GST). Linkage fees will be reviewed each financial year in line with CPI changes.

Please contact the CVDL ([email protected]) to discuss your project requirements and to obtain a formal quote of linkage costs.

VALT virtual machine access costs 

The CVDL is charged by Microsoft for the use of cloud computing resources by the virtual machines and these costs are passed on to VALT users. Users pay a fixed cost for the setup of the virtual machine, while ongoing costs vary depending on the virtual machine specification chosen. Six options are available for users based on small, medium and large projects and whether an SQL licence is required. Additionally, two power-on schedules are available – either 24/7 access, or access on Monday – Friday from 8am – 6pm. Customised specifications are available; however, these will attract additional fees. Contact the CVDL ([email protected]) for more information.

The VM specification can be changed if required, however only one change is permitted each month. Access costs will be adjusted accordingly. 

Fixed Costs

Setup fees cover the time and costs associated with establishing the virtual machine, configuring it to the appropriate specification, user account creation, and provisioning of linked data to the machine.

Ongoing maintenance fees cover the time and costs to run updates and security patches on the machine, update or refresh data (if requested), change specifications, install novel software, provide troubleshooting, and decommission machines on project completion.

Microsoft licence fees are charged by Microsoft for the use of the Windows operating system on the virtual machine.

Archiving fees cover the time and costs associated with removing data from the virtual machine, transfer to long-term storage and retrieval as required.

The administration fee for incorrect invoice details covers the time associated with cancelling an existing invoice, request and generation of a new invoice through both the CVDL and the Department's finance teams. 

Billing cycle

Virtual machine use is billed retrospectively i.e. once a project is complete, an invoice will be generated for the number of months that the virtual machine was in use. For example, if a project used a virtual machine for 45 days, the invoice would cover two months usage.

Short term projects (<12 months) will be invoiced at the end of the project. Long term/ongoing projects will be invoiced bi-annually. 

Project examples