Enterprise Content Management Solution

The Vendor is required to provide to procure a scalable, secure, and user-friendly operational-centric Enterprise Content Management (ECM) Solution that enhances productivity, streamlines workflows, and ensures compliance with government and industry standards.
- A modern ECM solution, department aims to eliminate manual content management inefficiencies, reduce risks associated with data migration, and provide a unified platform that integrates seamlessly with existing applications.
- The new system will support better collaboration, improve data security, and foster continuous improvement in information management, ultimately leading to a more accessible, effective, and accountable government service.
-  Enhanced business performance:
• Improve the efficiency of processes involving the enterprise content management (ECM) system.
• Assurance of continued software support from the new vendor/software solution.
- Operational performance
• Availability and reliability of required data/content.
• A more modern/user friendly interface.
• Timeliness/frequency in updating content to database(s).
- Improved customer/employee experience
• Assist several cig departments and entities in managing their content/data.
• Access to more features/functions to better serve the needs/wants of the customers.
- Systems in use:
• Oracle web center content
• Oracle web center capture
• Oracle database
• These above are supported under a universal license agreement with oracle.
- Integrations:
• Oracle web center content inbound refinery uses Cvision by Foxit for optical character recognition (OCR) and document compression.
1. Licenses: Foxit perpetual licenses for 5 million documents.
2. Fees: annual support and maintenance fees paid.
• Elastic search: integrated to enhance indexing and enterprise search capabilities.
- User and department requirements:
• Multiple cig entities (including statutory authorities and government companies) utilize the ECM.
• Primary access: through in-house interfaces using soap or rest APIS, except:
1. Four departments use the ECM application directly.
2. Two departments need batch loading and indexing of documents via scanning/capture feature.
3. Eleven departments have unique configurations.
• HR access: HR personnel from 98 departments and agencies use the ECM to manage HR files.
• User access: over 150 users access the ECM directly, while others access using custom APIS.
• Security profiles: each department requires at least one security profile, with access defined by document type.
- Current infrastructure:
• On-premises hosting: hosts over 8 million files in an oracle database, utilizing approximately 30 terabytes of storage.
• Data sovereignty: Government data protection act requires data to remain within the network.
• Hosting preference: ideally on-island but can be provisioned in any GDPR-compliant country adhering to government data protection policies. Hosting in the country regions is not an option.
- Required features:
• Core ECM features: capture/document scanning, search capabilities, metadata management, integration with other applications, versioning, security and protection, automated workflows, and collaboration.
• Archiving: the solution must support archiving and disposal policies defined by the national archives & public records law 2015.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: May 29, 2025