Digital Archives Management Solution (DAMS)
Tender ID: 584942
Tender Details
Tender Description
This Tender is invited by the Issuer.
The Department of Agriculture, Fisheries and Forestry (DAFF) is seeking to conduct a Proof of Concept (PoC) for a Digital Archives Management Solution (DAMS). DAMS will enable the secure and compliant storage, access, plus long-term management of structured (such as databases) and unstructured (such as documents, logs, and media files) OFFICIAL archive data from decommissioned systems. OFFICIAL structured and unstructured archive data, including data that has Information Management Markers applied to it, is all information created, sent, and received as part of the work of the Australian Government. This information is an official record, and it provides evidence of the actions an entity has taken and why. DAMS will not store Protected, Secret, or Top Secret security classified structured and unstructured archive data.
The key problems DAMS needs to address include:
- Safeguarding historical data from decommissioned and unsupported systems, ensuring business continuity and legal defensibility.
- Cost-effectively meeting compliance requirements for data retention and access. For example, Freedom of Information (FOI) requests, audits, legal inquiries, and National Archives of Australia (NAA) standards.
- Centralising legacy data from various technology stacks into a future-ready, immutable, searchable, and maintainable archive that enables the extraction of datasets as needed.
- Reducing reliance on legacy infrastructure and specialist knowledge to access historical data.
The users and their needs
The intended users of DAMS are:
- Archive Managers – responsible for overseeing archival processes, compliance with retention schedules, and responding to information access requests.
- System Administrators – responsible for maintaining system health, managing user access, and conducting searches, exports, or audits as needed.
These users require:
- A user-friendly interface that supports
- Organisational security, including but not limited to Single Sign On (SSO)
- Organisational policies with respect to data classification
- Secure ingestion and storage of structured and unstructured archive data
- Entering and updating related metadata
- Simple and advanced search capabilities
- Export of search results
- Retrieving, downloading, and exporting structured and unstructured archive data in its entirety and not subsets.
- Tools to manage and enforce data retention periods plus policies.
- Support for various file formats and legacy data structures.
- Audit trails and logging for compliance and accountability.
- Ad hoc and Routine Reporting capabilities.
- Minimal training overhead with intuitive system design and administrative workflows.
A detailed Statement of Requirements (SOR) is included in Appendix A
Location
New South Wales : Central West : Far North Coast : Far West : Hunter : Illawarra : Mid North Coast : Murray : New England : Orana : Riverina : Southern Highlands : Sydney
Queensland : Cairns & Far North Queensland : Gladstone : Mackay Whitsunday Region : Mount Isa & North West Region : Rockhampton : South East Queensland : South West & Darling Downs : The Central West : Townsville : Wide Bay Burnett
Victoria : Barwon South West : Gippsland : Grampians : Hume : Loddon Mallee : Melbourne
South Australia : Adelaide : Eyre & Western : Far North : Fleurieu & Kangaroo Island : Limestone Coast : Murray & Mallee : York & Mid North
Northern Territory : Barkly : Big Rivers : Central Australia : East Arnhem : Greater Darwin : Top End
Australian Capital Territory
Tasmania
