Records Management Services

The Vendor is required to provide for the design and deployment of records management to teams and SharePoint sites.
- M365 Environment Review
•    M365 Licensing: Review the City’s current M365 licensing agreement and suggest any necessary modifications to support the implementation of the records management solution.
•    Production Tenant: Evaluate and adjust appropriate settings.
•    Test Tenant: Provide guidance on establishing a standard test environment and assist in its procurement and configuration.
•    Agile Implementation: Preference to agile project implementation that involves stakeholders with regular Project Team and Staff updates.
- Records and Information Management
•    RIM Program: Gain a detailed understanding of the City’s current Records and Information Management (RIM) program focused on paper records management and create a parallel strategy for establishing an electronic records management system using Microsoft Purview.
•    RIM Classification Index: Transcribe the paper-based RIM Classification Index to a format that is compatible with an electronic records management system. Ensure there is a cross-reference between the paper and electronic RIM Classification Indexes, so that changes in one index can be made in the other to maintain consistency.
- Information Reorganization:
•    SharePoint Sites: Plan for the possible re-organization of SharePoint sites only when required to efficiently apply the records management solution to the sites.
•    Readiness and Engagement
- Change Management:
•    Communication Strategy: Formulate a detailed communication strategy to ensure clear and effective messaging across the organization.
•    Stakeholder Engagement: Involve key stakeholders in the transition process to secure support and address any concerns.
•    Change Management Plan: Develop and implement a Change Management plan to assist users in adapting to the impact of the new records management system.
•    Address Resistance: Identify and mitigate any resistance to change to ensure a smooth transition process.
- Teams’ records management
•    Inform Senior Leadership: Notify the Senior Leadership Team (SLT) about the Teams chat and channel message retention policies and the upcoming implementation.
•    Change Management Messaging: Initiate organization-wide communication to inform employees about the new Teams records management policies.
•    Teams Records Management: Implement the records management solution for Teams chat and channel in an early adopter site.
•    Teams Communication: Publish communications to keep employees informed of the successful deployment of records management for Teams chat and channel messages. Remind employees of the policy, including the intended use of Teams messaging and the retention period.
•    Lessons Learned: Review the deployment results, feedback received and add key discoveries to the lessons learned documentation.
•    Update Documentation: Revise and update all project procedural documentation and training materials based on the lessons learned.
- SharePoint records management
•    Inform Senior Leadership: Notify the Senior Leadership Team (SLT) about the upcoming implementation of records management for documents stored in SharePoint.
•    Change Management Messaging: Initiate organization-wide communication to inform employees about the SharePoint records management policies and upcoming involvement.
•    Communication: Coordinate communication at the appropriate time with each business area.
•    SharePoint Records Management: Implement the records management solution for the organization.
•    Lessons Learned: Review the deployment results, feedback received and add key discoveries to the lessons learned documentation.
•    Update Documentation: Revise and update all project procedural documentation and training materials based on the lessons learned.
- Knowledge Transfer
•    Knowledge Transfer Sessions: Provide comprehensive training on all aspects of the SharePoint records management solution to ensure Records Management Team and IT support staff understand the functionality, configuration, and maintenance procedures.
•    Documentation Handover: Supply detailed documentation on system setup, configurations, and processes to serve as a reference for troubleshooting and maintenance.
•    Hands-On Training: Offer practical training sessions where staff can practice tasks such as data management, system adjustments, and troubleshooting in a controlled environment.
•    System Monitoring Techniques: Instruct staff on how to monitor system performance, identify potential issues, and implement preventive measures.
•    Troubleshooting Protocols: Create and share clear protocols for troubleshooting common issues, enabling staff to resolve problems independently.
•    Update and Patch Management: Train staff on how to apply/learn about updates and patches to the SharePoint system to maintain security and currency. 
•    User Support Strategies: Provide strategies for user support, including managing user queries, training new users, and handling escalations effectively.
•    Regular Review and Assessment: Establish a schedule for regular system reviews and assessments to ensure continuous improvement and adaptation of the records management solution.
- Budget: $300,000.

- Contract Period/Term: 1 year
- Intent to Bid Due Date: September 29, 2025