The vendor is required to provide for a cloud-based document management system (DMS) and related implementation support services.
- The proposed DMS will be configured to receive and maintain a repository of digital documents and associated metadata in order to support district’s business operations.
- The district wants a complete, fully operational cloud-based DMS solution
- Implementation support services will include, but will not necessarily be limited to, product configuration, database setup, product testing, training, and necessary customizations.
- The proposed DMS will store documents created by standard office software applications, email messages and attachments, document images generated by scanning paper records, and other digital documents created and received by district departments.
- The proposed DMS implementation will begin as a pilot installation in one or two departments yet to be selected by the district.
- Provide references for three (3) DMS installations that are similar in scope, and with the system components proposed for the district.
- The proposed DMS must support mobile apps for access from iOS and android smartphones and tablets.
- The proposed DMS must provide a web-browser interface for access by authorized users. 
- The web browsers that are fully supported by the proposed EDMS.
- File storage requirements
a. The proposed DMS must accommodate digital documents of all types including, but not necessarily limited to, the following:
• Word processing documents
• Spreadsheet files
• PowerPoint presentations
• Cad files
• Email messages
• Csv files
• Txt files
• Pdf files of all types
• TIF images
• Jpg images
• Html and xml files
• Video recordings
• Audio recordings
- The proposed DMS must provide convenient methods for uploading digital documents into a designated folder or subfolder within a digital repository. import alternatives may include, but need not be limited to, the following:
• Batch import of digital documents from external applications or from designated directories or subdirectories on network servers, on personal computers, or in cloud-based repositories.
• Dragging and dropping individual digital documents or groups of digital documents into specific folders or subfolders from external applications or from designated directories or subdirectories on network servers, on personal computers, or in cloud-based repositories.
• The proposed DMS must provide a convenient method of dragging and dropping messages and attachments from the district’s email system into specific folders in the DMS repository.
• Transferring digital documents into the DMS application from within external applications.
- The proposed DMS must provide customizable data-entry screens with labeled fields, global editing capabilities, the ability to select field values from drop-down lists, default data values for designated fields, carry-over of designated field values from previous data entry screens, and other techniques to simplify entry of document metadata.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: June 30, 2025