Document Management System

The vendor required to provide document management systems (DMS) designed to manage operational and administrative documents, public sector documents, or other high-volume, regulated environments.
- Document management
•    Store, index, and retrieve large volumes of digital documents
•    Support batch scanning, importing, and optical character recognition (OCR)
•    Enable metadata capture and search capabilities
•    Maintain audit trails of all document actions and transactions
•    Provide records retention, disposition, and archival functionality aligned with county and state retention schedules, supporting both secure destruction and long-term preservation of records as appropriate
•    Provide public and controlled, secure access to digital documents.
•    Receive and documents and associated metadata transmitted from the assessor system including state-mandated reports such as assessment roll files.
- Workflow and approvals
•    Automate routing review, and approval processes
•    Support transmission of documents and metadata from DMS system to the assessor system to initiate relevant workflows.
•    Support configurable workflows without custom coding
•    Include role-based permissions, administrative functions, and approval hierarchies.
- Security and compliance
•    Enforce role-based security controls and user authentication.
•    Maintain audit logs for access and changes.
•    Provide secure encryption for data at rest and in transit.
•    Their system ensures these assets are retrievable in open, non-proprietary formats at any time to support continuity, audits, or future migration
- Integration and migration
•    Support data migration from legacy systems and repositories.
•    Provide open APIs and connectors to enable future integration with county systems
•    Provide secure access mechanisms for an assessor system to retrieve documents and metadata contained within the DMS system.
•    Accommodate up to 400 concurrent users. 

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: December 23, 2025