Digital Yearbook Cost: A Practical Budget Guide
Intent: Calculate — Use this worksheet to estimate what a digital yearbook will cost for your school.
Pricing varies by scope, but most budgets are driven by a few predictable factors: how much history you digitize, how you want access controlled, and whether you’re adding a lobby touchscreen.
Budget Worksheet (Artifact)
| Cost Area | What’s Included | Notes |
|---|---|---|
| Platform | Hosting, templates, updates, support | Often annual subscription |
| Digitization | Scanning old yearbooks + indexing | Biggest variable if you have decades |
| Content Collection | Photo organization, staff time | Can be reduced with workflows |
| Design/Branding | School branding, layouts, custom sections | Usually optional |
| Touchscreen Hardware | Screen + mount/kiosk + installation | One-time hardware cost |
| Ongoing Updates | Adding new classes and events | Usually low ongoing effort |
What Drives Cost Up (and How to Control It)
| Driver | Why It Costs More | How to Control |
|---|---|---|
| Digitizing 30+ years at once | High scanning volume | Phase it by decade |
| Heavy custom design | More production time | Start with templates, customize later |
| Video-heavy content | More media handling | Use curated highlights |
| Multiple kiosks | More hardware | Start with one flagship location |
Recommended Budget Approaches
Small K-12 School\n- Start with current year + last 5 years\n- One QR campaign (graduation)\n- Optional kiosk in year 2
Large High School / District\n- Start with current year + last 10 years\n- Build a searchable archive roadmap\n- Launch kiosk in main lobby
University / Alumni Office\n- Digitize historical archive in phases\n- Prioritize alumni search and stories\n- Multiple kiosks for admissions + alumni center
Next Step
We’ll build a free mock-up so you can validate scope before you finalize budget.
