Enterprise Document and Records Management System

The vendor required to provide enterprise document and records management system (EDRMS) to undertake a project to transform our current SMB file share system (alpha2) and transition to a new solution following information management (IM) best practices.
- Solution strategy
•    Provide a strategy document for share point site(s), hubs and their management. 
•    Agency is not set on any specific configuration and will rely on the recommendation of the bidder as to the number of site(s) to be deployed as part of this project. 
•    This strategy must include details on how solution and architecture follow IM practices. 
•    Provide solution guidance related to the implementation of share point online 
•    Provide agency recommended share point online architecture. 
•    Provide recommended best practices group or function-based management strategy, limiting custom permissions. 
•    Provide recommended third-party software or add-on that could be leveraged to achieve any of the above strategy items as part of the proposed solution. 
•    Call out any costs that may need to be incurred.
•    Provide recommendations for an add-on that will allow emails to be transferred (dragged and dropped and via an add-on) to share point online as records (including associated metadata). 
•    Provide recommendations for retention and disposition solutions so the end life cycle of information assets (IAS) is actioned into a full disposition (either destruction or archival = to be transferred to lac), including associated metadata and a stub for traceability.
- Solution architecture items
•    Site hierarchy - definition of the main site collection(s) and hubs (if required), organizational structure and navigation.
o    Document libraries and folders
o    Version control and document lifecycle policies
•    Role-based access control (RBAC) architecture - user roles and permissions.
o    Proposed strategy for delegation of authority and ownership
o    Approach for managing internal and external user accounts in share point online.
•    Data migration strategy from on-premises windows file share to share point online site(s) which should include:
o    Strategy for agency to classify existing documents on premise leveraging file scanners or trainable classifiers prior to them being migrated to share point online site(s).
o    Complete content inventory and help facilitate content clean up ahead of the data migration
o    Validate requirements related to data migration and migration strategy
•    Best practices related to external sharing settings and best practices
•    Strategy for enablement of automation through power automate and flows
•    Strategy for monitoring API usage, audit logs and general reporting of the EDRMS environment
- Solution design and implementation items:
•    Implement the items defined in the solution architecture
o    Site hierarchy
o    Libraries, folders and collections
o    Site settings – version control, security, flows, structure
o    Prepare and configure any tenant-based configurations
o    Document and test the configuration
o    The exact implementation approach will be decided collaboratively with the bidder – suggested approaches could include a pilot, phased, parallel or big bang.
o    Any third-party tools the bidder has included in their proposal and their associated implementation in the solution.
•    implement search configuration on the share point online site(s)
o    Agency is not implementing copilot to index this site(s). 
o    Agency will be working collaboratively with the bidder to ensure the bidder’s recommendations on excluding this site from the copilot index during the engagement.
•    Implement the content management guidelines defined in the solution architecture
•    Implement agency branding elements for share point online site(s)
•    Complete file data migration design and implementation from a windows file share to share point online
o    Agency will be working collaboratively with the bidder to complete this task
o    As part of this activity – files will be migrated from the on-prem file share to the new share-point online location. 
o    This should include any additional metadata or sorting criteria established in the data migration architecture.
o    If any outage windows are required for this data migration – agency will be consulted on the scheduling of those change windows and will provide communication to their business units
o    Agency will require a migration report from the bidder as a project artefact that the work has been completed successfully
•    Implement share-point site(s) maintenance recommendations – scheduled jobs, recurring tasks or suggested administrative actions.
•    Complete global or tenant configuration items:
o    Setup, configuration, and deployment of share point “global items".
1.    Setting up compliance features like data loss prevention (DLP) and retention policies.
2.    Recommendations for sharing settings at the organization level
3.    Recommendations for storage site(s) limits
4.    Recommendations for version control capabilities
o    Review purview integration with share points online
o    Perform changes and apply any suggested settings for backup and recovery of o365 data
o    Review suggested integration with other o365 products (teams, CRM, business central) and other office 365 apps.
•    Implement of any automation elements identified during the architecture phase
o    Implement any recommended workflow, templates, forms. 
o    We do not currently leverage these in our existing file share.
o    Implement the use of labels to create and deploy document and records management
•    Implement information management items
o    Metadata strategy such as:
1.    Content types
2.    Classification
3.    Suggested tags
4.    Suggested solution for capturing metadata for future requirements
o    Addressing process and policy level items and user strategies for metadata. this includes key design and configurations for recordkeeping requirements
1.    The use of persistent metadata for records
2.    Systems holding records must enable them to be identified, retrieved, and used in alignment with their retention.
3.    The system must prevent the unauthorized or premature destruction of records (including contextual metadata).
4.    The system must protect metadata from unauthorized deletion or modification. the system should allow an authorized records or system administrator to alter the metadata of a record if required, such as, to allow finalization or correction of the record profile. 
5.    Any such action must be captured as additional records management metadata. 
6.    The system must support the design and implementation of protection and security controls to ensure records are only accessed, amended, used, released, or disposed of as authorized. 
7.    Access, security, and user permissions for systems managing records and information must be documented and implemented.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: November 28, 2025