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    ContractsArchive Management and Digital Preservation System for Essex Record Office
    Open tender

    Archive Management and Digital Preservation System for Essex Record Office

    Essex Record Office seeks suppliers to provide integrated archive management, digital preservation, and public access solutions to replace legacy systems and achieve long-term digital stewardship.

    🇬🇧United Kingdom· East of EnglandPublished 14 Sept 2026· 3 weeks agoviaFind a Tender

    Decision brief

    4 fields
    • Contract value
      Not disclosed
      Source did not declare a figure
    • Closing date
      Rolling
      No closing date published
    • Sector
      IT & Software
      Browse related listings
    • Location
      🇬🇧United Kingdom
      East of England

    Lifecycle

    Open

    Open tender — no closing date published. Opened 3 weeks ago.

    14 September 2026
    Open tender · no closing date published

    Brief

    Essex Record Office (ERO) is seeking market engagement to identify solutions for modernising its archive management, digital preservation, and public access services. This Preliminary Market Engagement (PME) exercise will inform future procurement and ensure solutions align with statutory responsibilities and long-term digital preservation ambitions. Key Requirements: ERO requires a comprehensive solution to replace its 25-year-old in-house Archive Management System (SEAX), which supports over 80% of operations. The solution must deliver: (1) Archive management capabilities including online and on-site catalogue access, subscription-based services, and payment processing; (2) Secure, scalable digital preservation for records with 100+ year retention periods, supporting multiple file formats including proprietary software and media files; (3) Achievement of National Digital Stewardship Alliance (NDSA) Level 4 maturity, including three copies across at least two UK/EU geographic locations, metadata standards compliance (METS, PREMIS, BagIt, Dublin Core), integrity checking, and access auditing; (4) Modern digital asset management and discovery capabilities; (5) Enhanced public access with intuitive interfaces, redaction capabilities, and access logging; (6) Scalability to manage current 88.8TB holdings (growing ~5TB annually) and support income-generating services; (7) Strong governance, security, and compliance features for statutory and regulatory requirements. Context: ERO has approximately 25 staff with up to 12 requiring system access. Current digital holdings comprise 3.3TB of born-digital records and 85.5TB of digitised collections stored on Microsoft Azure. Suppliers are invited to provide feedback on contract models, implementation timelines, delivery options (SaaS, cloud-hosted, hybrid), phased delivery possibilities, and scalability capabilities.

    Track record

    10 awards · 9 winners
    Open field

    No single supplier dominates the field.

    In it software, ESSEX COUNTY COUNCIL has awarded 10 contracts to 9 suppliers.

    Who wins here
    1. WPC SOFTWARE LIMITED2× · 20%
    2. CLARITY INFORMATION SOLUTIONS LIMITED1× · 10%
    3. SOFTCAT PLC1× · 10%
    4. APLX LTD1× · 10%
    5. MRI SOFTWARE LIMITED1× · 10%
    6. Bookinglab Limited1× · 10%

    +3 more suppliers

    Across it software, the most active winners are SOFTCAT PLC, PHOENIX SOFTWARE LTD, CIVICA UK LIMITED — the field to beat, or your route in as a partner.

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    Take action
    View tender on sourceFind a Tender

    Full notice and submission process on the publisher's site

    Publisher
    UK Cabinet Office
    Licence
    OGL v3.0
    Source
    find-tender.service.gov.uk
    Record ID
    ocds-h6vhtk-06f937

    Your fit

    Could you win this?

    A straight answer for your business — bid, partner or pass — based on who wins ESSEX COUNTY COUNCIL's work like this.

    10 awards · 9 firms

    Check my fit

    Free · No card

    EC
    Buyer
    ESSEX COUNTY COUNCIL
    Sector
    IT & Software