Archives Collection Management Database

Uupgrade its archival collection management systems to a cloud-hosted, webbased platform that staff can use to manage archival catalog records.
- The system should include a robust public-facing portal that allows the public to search for records and determine whether state has records they can request access to.
- Offeror shall ensure that its system can provide the following:
• A cloud-hosted, fully managed archival collections management system that can manage at least 8 million catalog records, with the capacity to scale.
• The ability to successfully migrate CSA’s existing database of over 4.3 million records.
• The ability to ingest draft records that can be reviewed for quality assurance before being published to the public portal.
• The ability to search for and filter records by collection name, catalog number, title, creator, location, keyword, date, subject term, format, depositor, deposit date, restriction level, import number, accession number, unique system numbers, and user-defined fields.
• The ability to quickly and accurately search large datasets for internal and external users, with a response time of less than 10 seconds.
• The capability to search partial names or catalog numbers, either with Boolean terms or other wildcards, for both internal and external users.
• The ability to accommodate hierarchical records, e.g. Collection, Series, Box, and Item.
• The ability to deliver near-instantaneous publishing of catalog records once they have been created or edited.
• Configurable access controls at the record and field levels, allowing authorized staff to determine which documents and descriptive information are publicly available or restricted based on user role, record type, publication status, or other agency-defined criteria. Restrictions shall apply consistently to search results, document previews, downloads, and other methods of accessing the information.
• The ability for internal users to create and share both dynamic and static lists of records.
• The ability for CSA to perform mass editing, deleting, updating, and cleanup of records.
• Ability to import/ export files in CSV, XLS, and XML formats.
• Ability for CSA to run reports, including by Collection Number, Location, and public portal use.
• Resources where CSA users can find solutions to software questions.
• Contractor shall provide migration tools for Customer's existing data, currently about 4.3 million records.
• Contractor shall proactively identify potential migration problems, such as special characters in the existing data set, and will provide options to CSA. Contractor shall clean up and normalize said data as requested to ensure a complete transfer. Upon mutual agreement CSA will assist with data cleanup.
• Contractor shall ensure 100% transfer of data, to be confirmed through audit of transferred records.
• Contractor shall ensure that migration shall preserve any existing hierarchical relationships between data.
- Intent to Bid Notification Deadline: November 13, 2026