Record and Information Governance Consulting Services

The Vendor is required to provide professional services to support the development and implementation of a modern, department-wide approach for managing records and information, including digital content such as permits, plans, reports, correspondence, applications, project documentation, and review materials.
- Information strategy
•    The work will include developing a high-level strategy for how departmental files, email, and other content – including permits, plans, staff reports, case files, application materials, working drafts, policy documents, and similar records – should be organized, governed, secured, and maintained throughout their lifecycle. 
•    The consultant will assess current practices and technologies, identify opportunities for consolidation and improved consistency, and define recommended repository roles, governance controls, and user experience considerations.
- Repository and technology alignment
•    The consultant shall evaluate the department’s technology environment, including Microsoft 365, SharePoint, EP&L, and network drives, to determine how each system should be used to support long-term information governance goals. 
•    This includes identifying systems that may require cleanup, remediation, or migration; outlining decision criteria for repository usage; and providing guidance on improving the security, structure, and usability of information stored across these platforms and suggesting consolidation of files into one searchable system where possible. 
•    The consultant shall define a governance-aligned configuration approach for Microsoft 365 that translates the department’s retention, access control, and information management requirements into practical system configuration guidance. 
•    This may include folder or library structures, permission models, retention labels, usage guidance, and provisioning processes that support consistent and scalable implementation across workgroups.
- Pilot implementation
•    The consultant shall support a pilot implementation with selected workgroups to validate the recommended approach in practice. 
•    This involves organizing and updating current information, setting up governed m365 workspaces, and offering training, knowledge transfer, and an implementation roadmap for the department. 
•    Collectively, this work will provide the department with a strategic foundation, platform alignment, and a repeatable implementation model for long-term success.