---
title: "Digital Preservation System for Derbyshire County Council Derbyshire Record Office"
ocid: "ocds-h6vhtk-060ec6"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-060ec6"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-060ec6.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-060ec6.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "DERBYSHIRE COUNTY COUNCIL"
published: "2026-01-26"
---

# Digital Preservation System for Derbyshire County Council Derbyshire Record Office

Buyer: DERBYSHIRE COUNTY COUNCIL  
Current stage: Award  
OCID: ocds-h6vhtk-060ec6

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## Summary

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.

## Notice

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.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/006740-2026 |
| 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 |
| All stages | Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 26 Jan 2026 |
| Submission deadline | Not specified |
| Future notice date | Not specified |
| Award date | 16 Jan 2026 |
| Contract period | 2 Feb 2026 - 2 Feb 2029 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | £40,560 |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Complete |
| Awards status | Active |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | DERBYSHIRE COUNTY COUNCIL |
| Locality | MATLOCK |
| Post town | Derby |
| Postcode | DE4 3AG |
| Country | England |
| ITL 1 | TLF East Midlands (England) |
| ITL 2 | TLF1 Derbyshire and Nottinghamshire |
| ITL 3 | TLF13 South and West Derbyshire |
| Local authority | Derbyshire Dales |
| Electoral ward | Matlock West |
| Westminster constituency | Derbyshire Dales |
| Delivery location | Not specified |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | PRESERVICA |

## CPV Codes

### Divisions

- 48 - Software package and information systems

### Codes

- 48000000 - Software package and information systems

## Release History

- 26 Jan 2026 at 15:02 - Award - UK7 - Contract Details Notice - https://www.find-tender.service.gov.uk/Notice/006740-2026

## Documents

- https://www.find-tender.service.gov.uk/Notice/006740-2026
  26th January 2026 - Contract details notice on Find a Tender

## Notice URLs

- https://www.legislation.gov.uk/ukpga/2023/54/contents

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-060ec6. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-060ec6.json.