Award

Digital Preservation System for Derbyshire County Council Derbyshire Record Office

DERBYSHIRE COUNTY COUNCIL

This public procurement record has 1 release in its history.

Award

26 Jan 2026 at 15:02

UK7 - Contract Details Notice
Summary of the contracting process

Derbyshire County Council, a public authority under sub-central government in the UK, has completed its procurement process for a Digital Preservation System for the Derbyshire Record Office. This initiative aimed to address the digital preservation challenges faced by the Record Office, encompassing the need for appropriate hardware, software, and secure long-term storage solutions. The procurement, tagged under the "Software package and information systems" category, culminated in the contract award on 16th January 2026, with Preservica Ltd securing the contract. The contract, effective from 2nd February 2026 to 2nd February 2029, is valued at £40,560 and focuses on the provision of a cloud-hosted solution that facilitates data management from creation to disposal without interacting with council IT systems.

This tender represents significant opportunities for businesses specialising in software and information systems, especially those providing digital preservation solutions. Given the complexity and the specific requirements of managing historical digital archives, businesses with expertise in cloud-based technologies and digital data management could find this contract beneficial for showcasing their capabilities. Large enterprises with established infrastructures and experienced teams in digital preservation would be well-positioned to compete for such contracts in the future, particularly those capable of providing robust support services as required by Derbyshire County Council.

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Notice Information

Notice Title

Digital Preservation System for Derbyshire County Council Derbyshire Record Office

Notice Description

Derbyshire Record Office is responsible for preserving the historic archives of the county, including records of Derbyshire County Council, local public record creating bodies such as hospitals and courts, the Diocese of Derby, as well as numerous organisations, businesses, families and individuals. The authority has over 100 years' experience of caring for paper-based records, but digital archives have significantly different preservation requirements, such as appropriate hardware and software to render the data readable, secure long-term storage which guarantees authenticity and legal admissibility of records. Currently, the authority does not have the infrastructure, skills, or knowledge to comply with its own Corporate Digital Preservation Policy, as is partly acknowledged in the Invitation to Quote for Consultancy - Data Management Strategy and GAP Analysis (Nov 2019). The digital preservation application should: Protect the data; Know the data; Monitor the data; Repair the data; Facilitate access to the data; Dispose of the data. The cloud-hosted solution should be able to deal with records throughout their lifetime (from creation to disposal). Being cloud based, it will not interact with any council IT systems. During the three-year contract, digital data already held by Derbyshire Record Office and acquired in line with Corporate Retention Schedules and Derbyshire Record Office Management Policy will be ingested into the system. This excludes any digital records containing personal data or corporate records not requiring permanent retention. The preservation of both these categories will need to be addressed in the future. The contract should include initial user training and support, as well as ongoing customer support.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-060ec6
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/006740-2026
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
UK7 - Contract Details Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Below threshold - unknown
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48000000 - Software package and information systems

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£40,560 Under £100K

Notice Dates

Publication Date
26 Jan 20263 weeks ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
16 Jan 20261 months ago
Contract Period
2 Feb 2026 - 2 Feb 2029 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
DERBYSHIRE COUNTY COUNCIL
Contact Name
Not specified
Contact Email
countyprocurementcompliance.team@derbyshire.gov.uk
Contact Phone
Not specified

Buyer Location

Locality
MATLOCK
Postcode
DE4 3AG
Post Town
Derby
Country
England
Major Region (ITL 1)
TLF East Midlands (England)
Basic Region (ITL 2)
TLF1 Derbyshire and Nottinghamshire
Small Region (ITL 3)
TLF13 South and West Derbyshire
Delivery Location
Not specified
Local Authority
Derbyshire Dales
Electoral Ward
Matlock West
Westminster Constituency
Derbyshire Dales

Supplier Information

Number of Suppliers
1
Supplier Name

PRESERVICA

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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