Counsel Case Management System

The Vendor is required to provide an “out-of-the-box”, user-friendly counsel case management system, that is ready for immediate use with little or no modification.
- Cases include litigations, subpoenas, and disciplinary matters for both civilians and sworn members.
- looking to implement a new, user-friendly, case management system for 14 core user and/or software licenses with the ability to add more users and/or software licenses over the 10-year term.
- Objectives
•    Provide a user-friendly case management system for Counsel’s Office
•    Improve tracking and reporting of legal case documentation
•    Reduce paper-based processes with streamlined automated workflow processes
•    Reduce redundant data entry and potential duplicate data entry errors
•    Improve ability to quickly search across all case management documentation
•    Provide ability for scheduling reminder notifications
- Functional Requirements
•    Provide workflow capabilities within all areas of the system based on agency defined criteria
•    Allow users to manage assignments or other tasks that may or may not be part of a case
•    Send notifications to remind users of outstanding work to be completed, current notifications, and quick links to common user functions
•    Display alerts messages to users based on user defined dates or date increments
•    Provide ability to create and customize agency specific form letters using system data
•    Store, manage, and securely collaborate on documents and digital assets directly from cases
•    Ability to store sharable links within a case file
•    Generate documents that auto-fill from the case record information and related records
•    There are approximately 20 documents consisting of litigation hold checklists, form letters for litigation matters, subpoena responses, and disciplinary matters, etc.
•    Ability to search any field or any combination of fields within the system
•    Ability to generate standard reports and allow users to define and create custom reports
•    Ability to upload documents as attachments within the system (i.e. Pdf, Word, JPG)
•    Ability to securely share and receive files by granting access to system data to external users
•    Provide ad hoc query capabilities that allow the user to choose fields, apply filters, define the sort order, and save queries for future use
•    Provide master indices such as person, organization, location, property, etc.
•    Provide role-based access control configured so that information can be restricted based on departments and roles
•    Provide the ability to assign cases to specific people that may be outside a department or role
•    Ability to limit access to users based on domain or network location
•    Ability to configure security roles and user access levels
•    Import/export data using common formats (csv, excel, word, xml, pdf)
•    Ability to migrate data from existing Access databases
•    Ability to interface with Microsoft 365, Evidence.com and other NYSP applications, including but not limited to the Active Directory and the Personnel Data System (PDS).
•    Ability to view system audit details with the appropriate user permissions
- The case management system should be able to handle the maximum allowed concurrent users without experiencing any latency or lag issues. 
- The system should be able to handle multiple transactions at once, such as entering new case information, uploading documents, sending and receiving ShareFile links, approval workflows, and generating reports within a timely manner. 
- The system shall allow for a timeout of 15 minutes due to inactivity.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: December 01, 2025