Electronic Records Management System Design Study and Needs Assessment Services

The Vendor is required to provide for an enterprise record management system/content services platform.
- Records management program is managed from the city records center (CRC), which manages records inventory for all city departments in accordance with official record retention schedules.
- The current records and information paradigm derives from a model of paper-based records primacy that no longer exists.
- These systems are largely not interconnected and exist in various states of transparency.
- City Records has only the level of access to unstructured data as is granted by end users, and is largely unable to explore the records needs of most structured data systems.
- Data systems, particularly structured data systems, are highly siloed throughout the organization, a result of an only partially centralized IT infrastructure and a reliance on contractors to manage critical information needs.
- Systems for unstructured data, such as the Microsoft 365/SharePoint/Teams suite, saw a rapid expansion of use during the active phase of the COVID-19 Pandemic (2020-2021), and governance associated with those systems was primarily advisory in nature, resulting in a mass proliferation of redundant, obsolete, and transitory records and a lack of staff time or expertise to get it under control after the fact.
- The City does not currently have a data lake or data warehouse to store data outside of these systems, and encourages cross-functional sharing and analysis of critical operations metrics.
- Their ability to interface with existing systems is limited to metadata export, and their planned operation encourages over retention of records and data.
- The system was originally provisioned and configured to store static, scanned copies of paper documents. While it continues to function adequately in that limited role, the growing volume of electronic and born-digital records has exceeded its capabilities.
- The system struggles to meet the requirements of active records management, including reliably capturing records and moving them through established workflows.
- To the extent that physical records are addressed by this project, they should be addressed in the context of automating business processes and digitizing, ingesting, and managing the records in electronic form.
- The City currently utilizes a range of enterprise systems, including, but not limited to, the following:
•    Microsoft 365 suite of products, including OneDrive for Business, Teams, and SharePoint Online
•    Microsoft Exchange Email Server
•    PeopleSoft HCM and Financial modules transitioning to Workday
•    ACA Accela Land Management/Permitting/Licensing System
•    JobApsCloud Acquisition and Talent Management System
•    Tyler MUNIS Tax Information System
•    DocuSign E-Signature Solutions
•    GIS Web Services
•    Intellinetics Law Enforcement Document Management System
•    Gimmal Physical Records Management System
- The Enterprise systems-level information management gap analysis and maturity assessment
- Recommendations/Roadmap for procuring and implementing an Enterprise Records Management System (or related technology) to facilitate improved information governance and electronic records management

- Questions/Inquires Deadline: February 2, 2026