The Vendor is required to provide electronic records management software to allow the agency to automate the processes associated with document work flow, records management, and access by capturing, categorizing, filing, and storing records into a shared environment immediately accessible by appropriate departments including capture of images, automated extraction of information, data delivery, and retention management.
- All captured images need to be searchable; the project will consist of two components: the professional services of building a storage and retrieval system application; and purchase of the software; the project will include scanning of existing records as well as developing a system for record digitization and filing moving forward compatible with in-house scanning machines.
- The project will include, but is not limited to:
• Design, creation, and access an electronic records management software.
• Integration with the existing network infrastructure for seamless accessibility.
• Installation on multiple devices (desktop, mobile, tablet).
• Testing of system functionality
• Training of hart staff (system admins, power users, and developers)
• User acceptance testing
• go live support with documentation
- the selected contractor will supply all necessary software, licenses, and labor to design, install, and maintain the software; the software will be supported until sign-offs.
- Document retrieval:
• This application will have a search functionality that will allow the user to enter search criteria to retrieve a list of documents that meet that criterion.
• This will search the Meta data that was stored with the documents.
- Document interactions:
• The viewer should be able to zoom, rotate the document so that we can examine the document closely if we need to.
- Export:
• The application should be able to export the document to a pdf either in its entirety of specific pages or range of pages.
- Printing:
• Ability to print.
- Annotations:
• Ability to highlight and annotate the documents before printing or export; the annotations do not need to be saved to the document.
- Email:
• Ability to be attached to email client (current is office 365)
- archiving:
• Authority is subject to the retention schedule published by the state; this includes different retention for different types of documents.
- Scanning:
• Physical documentation will be scanned with all imaging and information captured at the original size.
scanning should be accepted from multiple devices including but not limited to MFP, mobile devices, scanner devices, and more; this includes many existing documents need to be digitized and indexed into this system which may be a function of the vendor.
• Scanning will include large format sizes such as engineering drawings and posters.
• Addition of all mediums including electronic means such as tapes and other data means.
- change control:
• Authority has a change control process that will require a test environment and a production environment to be setup; the test environment will have all the functionality of the production environment but not the volume.
• From time to time, we will copy servers from production to test to refresh the data in the test environment to allow testing of different scenarios; this system needs to be able to support this.
- The system needs to be self-hosted; Microsoft technology stack preferred; must have and API for integrations and enhancement of the system; the application should be both a web app and a rich client to run on windows desktops; the functionality should be the same on both platforms.
- Process Mapping and Analysis:
• The system should provide tools for graphically mapping existing business processes, identifying inefficiencies or bottlenecks, and determining opportunities for automation.
- Integration with Third-Party Systems:
• The system must provide integration capabilities with other tools like document management systems (DMS), content management systems (CMS), or enterprise resource planning (ERP) platforms for seamless data exchange.

- Contract Period/Term: 3 years