Archives Catalogue Procurement

Tender description

Cambridgeshire Archives Service (CAS) holds a wealth of unique historic records and other resources relating to Cambridgeshire, the former counties of Huntingdonshire and the Isle of Ely and their communities. In order to fulfil our duties as a Place of Deposit for Public Records under the Public Records Acts and as a National Archives-accredited archive service, Cambridgeshire Archives Service requires a multi-level, ISAD(G)-compliant catalogue system to hold data about our archive documents. The system must be securely cloud-hosted. In particular, CAS requires such a system to • provide a multi-level catalogue of all the documents and collections that CAS has already catalogued (c.500,000 entries) and the option to easily create and edit new catalogues in future • contain the six mandatory elements specified by ISAD(G) for item-level catalogue descriptions with other non-mandatory ISAD(G) elements available as optional extras or as customisable fields • link the item-level catalogue descriptions with existing barcoded locations (c.50,000 locations) • link the catalogue descriptions (at any level) with relevant accessions descriptions • link the accession catalogue descriptions with relevant document owner/donor/depositor descriptions • link the item-level catalogue descriptions with relevant digitised image file descriptions and if possible include a thumbnail of any relevant images • link the item-level catalogue descriptions with relevant conservation descriptions • have an online, publicly accessible, searchable, non-editable view of catalogue descriptions (at any level) that have been approved for public view • enable users of this public interface to easily search and find the catalogue descriptions they need • possibly enable staff to add to the public interface research guides, PDFs, online exhibitions etc (a desirable) • enable user account management and access control for staff and volunteers • and generate reports on system contents and activities. Keywords: Archiving, Software, ISAD, Catalogue