Enterprise Content Management System

The Vendor is required to provide an enterprise content management (ECM) system that includes electronic forms, workflow and process automation for all colleges and universities throughout the state system.
- An ECM for converting paper documents, importing electronic files, workflow process, electronic forms, integrations with ERP/SIS, reporting, etc.
- Storage of files must be stored in a non-proprietary industry-standard file format.
- ECM supports collaborative editing of documents while preserving original versions and tracking all changes.
- The preferred method to access and work with files, workflow, administrative functions, user work and approvals is accessible through a responsive, modern web browser on currently supported versions of windows, MACOS, android, and iOS software and devices without requiring downloads or plugins.
- The web user interface must meet WCAG 2.1 AA or higher web accessibility compliance requirements and be responsive to various screen sizes. 
- indicate if the proposed solution meets this preference.
- Web user interfaces must fully support and function on modern browser platforms.
- Client-based interfaces must fully support and function on new versions of operating systems from Microsoft, android, apple, and Linux.
- Must supply minimum software and hardware requirements and / or required software for the client workstations.
- Access controls with further privileges to control read, write, modify, and delete type access, including security groups and roles.
- The ability to use multifactor authentication, specifically Entra / microsoft365 Microsoft Entra using SAML.
- The security that might be needed (for an on-premises ECM) regarding firewall / load-balancer or other similar technology.
- Platform's encryption protocols and key management practices for protecting data both at rest and in transit. Include details on encryption standards used (e.g., aes-256, TLS 1.2/1.3).
- The ability to log errors and information for scripts, automations, workflows, forms, troubleshooting, etc. without performance impact, and the ability to ship logs to 3rd party logging systems such as SPLUNK.
- Auditing capabilities exist to track user activity e.g. document access, read, write, modify, delete, permission changes, etc. without performance impact.
- The ability to audit on all items including but not limited to users, groups, access, files, workflow, history, etc. without performance impact.
- Audit history exists for each file or piece of data. For example, each file has an audit history showing when it was created or uploaded into the system and by whom, what workflows it was sent into, who read, annotated, edited, approved, or denied the file, who copied, printed or deleted the file.
- The ability to automatically import files from various sources, like email, PCL streams, SFTP sites, forms, mail merge, etc., and explain how they are processed and routed.
- The ability to automatically process files and update sis (like transcript processing).
- The ability to OCR files for multiple purposes like indexing, metadata tagging, full text searching, processing, etc. explain how administrators configure index fields.
- The ability to import / migrate approximately 175 million files, and annotations (including redactions) from an existing ECM. Explain how indexing is preserved.
- The ability to scan paper files into the system including, but not limited to multiple page scanning, single page scanning, QA of files, file enhancements / cleanup, patch code, barcodes (as separators or identifiers).
- The application or configuration for document scanning through a browser based interface without requiring local software.
- The ability to use multi-function printer (MFP) devices and / or network scanners.
- The ability to use authentication when using an e-form as well as external facing e-forms for individuals outside the organization (e.g. students, parents, vendors) that do not require authentication. 
- The ability to authenticate with Microsoft Entra/o365/SAML.
- The ability to edit previously submitted forms when sending links to people.
- The ability to follow web content accessibility guidelines WCAG/section 508 compliance in e-forms.
- The ability of students to view their previously submitted eForms / files.
- The ability for students to continue with incomplete eForms.
- the ability to convert e-forms to other file formats for reasons listed, including but not limited to viewing, storing, printing, emailing.
- The ability to record IP addresses of devices when submitting an e-form.
- The ability of using repeating sections that can be added or removed as needed by the person filling out the e-form, as well as other custom e-form controls.
- The ability to display responsive html e-forms on a variety of screen sizes.
- The full annotation capabilities of the system, including but not limited to arrow, check, highlight, line, rectangle, stamp, text, user comments, etc. extensive annotations occur in the ECM.
- Contract Period/Term: 5 years