VIC govt department hunts for new Archival Management System

Public Record Office Victoria (PROV), an administrative office in the Department of Government Services, has released an expression of interest (EOI) for provision of a new Archival Management System (AMS) to replace an existing system, now reaching end of life.

PROV manages the archives of the state and local government in Victoria and holds a vast array of both physical and digital records created by Victorian Government departments and authorities including courts, local councils, schools, public hospitals and other public offices.

PROV has an active records transfer program and the archival management system is continually updated with new items series, agencies, accessions, transfer jobs and revised descriptions of archival control entities.

The AMS is PROV's source of truth about the permanent records in custody, as well as context entities (agents and functions) related to those records.

The information maintained in this system will be utilised to facilitate the management, access and use of the collection and will therefore need to be accessible to a wide range of authorised users (both people and software systems).

At a minimum, this system will need to exchange data with the Digital Archive, a repository for open access content called SAMS, the Warehouse System that manages PROV’s physical archive, and the PROV search engine.

The key requirements cover registration and management of metadata for all physical and digital Items, Series, Agencies, Functions and Function terms; registration and management of metadata for accessions and consignments, and transfer jobs; and management of relationships between the various archival and management entities.

Other key requirements include the ability to metadata import, metadata export, tasks/workflow management, integration with other applications, retaining history of changes and reporting.

Out of Scope is ongoing configuration of the AMS, as this will be completed by authorised PROV staff or delegates.

The EOI closes at 4PM on 16 April.