Libraries Information Management System and Digital Collections Platform

The Vendor is required to provide a single integrated solution to function as an Information Management System and Digital Collections Platform to house and maintain archival descriptions and digital collections content
- The system should offer ease of use for administrators and users of the system.
- Functional Requirements
• Accession new donations and purchases of archival materials (ArchivesSpace)
• Describe (catalog) archival materials (ArchivesSpace)
• Make publicly available archival descriptions (ArchivesSpace)
• Make publicly available oral histories (Kaltura, Omeka)
• Accession and describe new donations of artifacts (PastPerfect)
• Make publicly available digitized and born-digital objects and metadata records in multiple formats (Locally developed platform based on WordPress and bepress Digital Commons)
• Manage digital collections metadata and standardized vocabularies (CollectiveAccess)
- The content contained within these systems includes, as of May 2025:
• ArchivesSpace: 625 finding aids and 5,206 accession records
• PastPerfect: 8,707 artifacts records and descriptions
• Locally developed Digital Collections platform: 10,753 images across 8,888 objects
• Locally developed Open Parks Network (OPN) platform: 1,037,428 images across 252,786 objects
• Kaltura and Omeka: 106 oral history recordings
• CollectiveAccess OPN: 173,200 metadata object records and 10,024 entity records
• CollectiveAccess SC&A: 61,466 metadata object records, 2,071 entity records, and 3,059 local subject headings
- These systems are used by different departments within CUL including:
• Special Collections and Archives
• Historic Properties
• Digital Strategies
• Metadata Services
• Digitization Services
- Services required includes, but is not limited to:
• Technical Requirements
• Application Hosting
• System/Integration Testing
o Interface development
o Migration from existing systems
• Deployment support
• Security
• Reporting
• Go-live and post go-live support
• End user training and change management support
• Upgrade support considerations
• Ongoing maintenance
• Production support, including Service Desk
• Disaster Recovery/Business Continuity Planning
- The system must be able to create physical location records of materials.
- The system must also be able to create hierarchical archival finding aids.