Records and Information Management Services

The Vendor is required to provide off-site physical records storage services, along with the ability to modernize the board's record and information management program.
- Physical records storage, retrieval and destruction:
• Secure offsite storage of physical, paper-based records with approximately 9000 boxes/11,000 cu ft. space, with approximately 30 new boxes added/month
• Proven procedures in place for the timely and accurate acceptance of new records files/cartons.
• Physical delivery of boxes as part of file requests with transportation costs included.
• Secure destruction of approximately 500 boxes annually in accordance with disposition cycles and the board’s operational needs.
• All records authorized by the board for destruction will be destroyed within the timelines set out in the SLA.
• The storage facility (ies) must be monitored twenty-four (24) hours a day, seven days a week for fire, floods, theft, and unauthorized access etc.
- Digital records:
• Create box-level indexing with searchable optical character recognition (OCR) for existing and future records.
• Create file-level indexing with searchable OCR for existing and future records.
• Conversion of 40-50 files per month to be requested for digital delivery within defined SLA.
• Secure, web -based portal for box and file-level tracking, requesting, and electronic file delivery.
• Intuitive records-centric user experience and high-quality and secure scanning.
- Risk management:
• Web based portals must be SOC 2 compliant.
• Must meet or exceed board privacy and cyber security requirements.
• Must have a privacy and cyber incident breach response protocol.
• Must have a privacy policy with dedicated privacy training for staff.
• Must have an automated retention and deletion policy.
• Assigned permission rights to ensure only authorized staff have access to the secure file repository.
• Audit capabilities to manage and ensure only those who have a need to access records, both physical and digital are accessing and removing records.
• Reporting capabilities to support strong governance and risk management practices.