USM SSP 26_021 Notice of Proposed Sole Source Purchase of Preservica Professional Cloud.

THE UNIVERSITY OF

SOUTHERN MISSISSIPPL

UNIVERSITY LIBRARIES

118 College Dr. #5053 | Hattiesburg, MS 39406-0001
Phone:601.266.4241 | John.Eye@usm.edu | www.lib.usm.cdu

March 2, 2026

To whom it may concern,

This letter is to document a sole source need for University Libraries to renew our digital preservation
system, Preservica. It is our current system, and we have developed workflows and functional schemas
within its structure to manage and preserve the academic and historical digital objects in the Libraries'
charge as well as partner institutions in the Mississippi Digital Preservation Collaborative (MSDPC). To
redesign our workflows and structure around another system would be time and cost prohibitive. In addition,
there are no other systems on the market that meet all of our functional requirements.

To elaborate, University Libraries requires a robust digital preservation system, compliant with the
following functionalities:

eocee .

Compliant with ISO standards including ISO 14721:2012, ISO 16363:2012, ISO 15386:2009, ISO
8601, ISO 639-2

bit level preservation including automated, regular and ad hoc fixity checks using MD5 and SHA256
algorithms

supports a migration-based preservation strategy

automates the migration of proprietary file formats into sustainable file formats

links to established file format registries, such as PRONOM, to monitor abandoned file

format types

automatically extracts technical metadata from tiff, RAW, jpeg, jpeg2000, pdf, wav,

mp3, avi, mpeg, and mp4 file formats as well as other formats using an established file format
characterization tool such as DROID

automates the generation of access derivatives from preservation files for rendering in online browsers
allows for custom file formats such as GIS data or databases files

supports and renders websites for preservation and access, including options for automated recurring
harvests

supports and renders emails for preservation and access

supports Dublin Core metadata, PREMIS, and multiple custom metadata schemas

is harvestable via common protocols such as OAI-PMH, IIIF, TEI-XML, and/or XML,

has an integrated access portal without the need for an additional platform

allows for access restrictions based on items, collections, and user profiles

generates reports showing uploaded statistics and usage statistics

has a robust and active user community, provides timely customer support, and regular system updates
outside local business hours

actively explores and incorporates responsible AI advancements

If there are any questions regarding this need, please let me know.

Sincerely,

Dean of University Libraries