Records Management and Jail Management System

The Vendor is required to provide end-to-end advisory and oversight for selecting and implementing a modem, cloud-based Records Management System (RMS) and Jail Management System (JMS) to replace our current on-premises platform.
- Development for the RMS/JMS solution, vendor evaluation, implementation oversight, risk management, and benefits realization through stabilization.
- The County currently operates a legacy Central Square One Solution RMS and JMS environment supporting patrol operations, detention management, records processing, and statutory reporting requirements.
- Operational efficiency, data quality, mobility, officer safety, evidence integrity, jail operations, reporting/analytics, and interagency data sharing.
- Strategic Objectives
• Select a CJIS-compliant, cloud-based RMS/JMS platform with strong integration capabilities.
• Minimize disruption during transition; maintain chain-of-custody and continuity of operations.
• Improve reporting, booking, classification, housing, medical, visitation, and court interfaces.
• Strengthen cybersecurity, identity and access controls, and auditability.
- Operational Continuity Oversight:
• Develop operational continuity plans covering patrol reporting, booking, classification, release processing, warrants, court interfaces, and evidence tracking
• Establish rollback procedures in the event of failed system cutover
• Oversee mock cutover exercises with operational personnel
• Ensure chain of custody integrity and reporting compliance during data migration
- Strategy, Readiness, Funding & Governance Setup
• Executive Briefing & Business Case (cost/benefit, ROI scenarios for RMS/JMS).
• Program Governance Charter (Steering Committee, PMO structure, escalation paths, decision rights).
• Initial Risk Register & Mitigation Plan addressing operational, technical, and implementation risks
• Funding approach & phasing recommendations.
• Current-state process mapping
- Solution Design, Architecture, Integration & Data Strategy
• Future-state process maps & solution blueprint (RMS/JMS modules, workflows, roles).
• Integration architecture & API catalog (CAD, MDT/mobile, court, state/federal interfaces).
• Security & compliance architecture (CJIS, role-based access, logging, encryption at rest/in transit).
• Data conversion/migration plan (extract/transform/load, reconciliation, historical records retention, expungements).
• Test strategy (unit/integration/performance/security).
- Mock Cutovers & GoLive
• Two to three full mock cutovers with detailed playbooks covering data conversion, identity provisioning, permissions, and operational roll-back plans.
• Final cutover execution plan and post-go-live support plan
• Mock cutovers must simulate real operational conditions and include participation from patrol, detention, and records personnel to validate reporting workflows, booking processes, system integrations, and operational continuity prior to final go live approval.
- End-to-End Testing & User Acceptance
• Integrated test cycles across RMS/JMS and connected systems (CAD, court, EMR, Bl).
• Performance, failover, and security testing including audit trail validation.
• Training & procedure-based user readiness; UAT coordination and sign-off criteria. (Testing/acceptance structure adapted from County ERP RFI.)