The vendor is required to provide a record management system (RMS) that is an integrated solution to streamline the process of completing, submitting, reviewing and approving reports by the security agents through a mobile device and personal computer-based computer environment.
- The RMS include, at a minimum, RMS infrastructure and hosting; installation, training, and other implementation services including, all software licensing; system and software upgrades and security patches; maintenance and support; and ongoing development partnerships; any third-party software or hardware used within or as part of the system must be patchable and replaceable in the event that the software or hardware becomes unsupported by that third-party.
- System infrastructure and hosting
• Must have the ability to scale to accommodate future growth and change; examples include changes to incident types, input fields, reporting requirements, approval workflow, number of roles and users.
• Must support offline capability that enables users to access, interact with, and update essential features and data without an active internet connection; the system must synchronize data with a central server when the connection is restored.
• Shall be a responsive web-based system where users can interact with the system across various devices, including desktops, tablets, and mobile phones (iOS and android); the system must automatically adapt its layout and functionality to the screen size, resolution, and orientation of the device.
- User management and access control
• Must support at least fifty (50) concurrent users with role-based access control, including ability to securely limit access to certain cases for external stakeholders.
• Ensure agency system administrators have separate accounts for administrative duties (i.e. adding, removing, modifying accounts, and reviewing system audit logs) and for system user duties (i.e. inputting records, filling out reports).
- Case and incident management
• Must support the creation of different event types, including but not limited to, investigations, incidents, and in-take complaints.
• Must allow an unlimited number of characters for specified input fields, enabling extensive data entry without restrictions, while ensuring optimal performance, security, and usability throughout the data entry process; field character requirements must follow the current criminal justice information services security policy (CJISSECPOL) and department user agreement.
• Must automatically generate a case number when events are requested and shall include the current year in the format of two (2) digits for the respective calendar year followed by sequential numbering, such as “24- 0001”; the lottery reserves the right to request changes to the formatting of case number generation, if determined to be in its best interest.
• Must have a customizable set of fields that dynamically adapt based on the selected event type; for example:
1. Investigations: must include fields for the investigator name, investigation, start date, evidence list, case status, etc.
2. Incidents may include fields for incident location, date and time, involved parties, description, response actions, etc.
3. In-take complaints: may include fields for complaint subject, description, complaint status, assigned personnel, etc.
• Must provide the ability to have a clear distinction between various investigative report types, including, but not limited to, criminal investigative reports, background investigations, retailer reviews, workers’ compensation investigations, information reports and any other report deemed necessary by the lottery to have a distinct designation.
1. Criminal investigative reports: a type of report which documents events within an investigative case.
2. Background investigations and retailer reviews: a type of report which documents the findings of a background investigation or a retailer review.
3. Workers’ compensation investigations: a type of report which documents work related incidents and injuries.
5. Information report: a type of report that is not criminal in nature but is used to document incidents for general purposes and record keeping.
• Must provide the ability to expunge, redact or seal records, incidents or cases, in compliance with relevant legal and regulatory requirements.
1. Expunge: permanently remove records from the system, ensuring they are irretrievable by any user or system.
2. Redact: temporarily or permanently withdraw records, data, or cases from public or designated views, making them accessible only to authorized users.
3. Seal: restrict access to specific records or cases, ensuring they are accessible only through special permission, while preserving the integrity and confidentiality of the data.
• Must have the ability to link multiple events and other types of investigations by case number.
• Must show a timeline of events throughout the investigation, including but not limited to when the case was received, assigned, initiated, opened, completed and/or reassigned, and the current status.
• Must have the ability to track time and expense spent on events and investigations.
•Must generate notifications by either an audible or visual alert, or both, when a case is assigned, initiated, completed, or approved.
• Must have the ability to define programmable keys and flags.
1. Programmable keys are pre-formatted shortcut commands available for function keys on a keyboard; the functions performed shall be configurable by lottery.
2. Flags must be specific visual indicators within the system to alert users to events including but not limited to new incidents, additional or supplemental information that has been added or modified to an existing incident or other system entities.
• Must have the ability to configure levels of approvals by event type and must allow for revisions of the configured levels of approval; examples of approval levels:
1. Levels for claims cases (non-criminal): first (1st) level supervisor approval.
2. Criminal cases: first (1st) and second (2nd) level supervisor approval.
3. Arrest and booking reports: first (1st) level supervisor approval.
4. Notice to appear citations: no supervisor approval needed.
5. Background investigations: first (1st) and second (2nd) level supervisor approval.
6. Information reports: first (1st) level supervisor approval.
7. Retailer reviews: first (1st) level supervisor approval.
8. Lost and stolen ticket investigations: first (1st) level supervisor approval.
9. Lost and stolen ticket claims investigations: first (1st) level supervisor approval.
• Must have the ability to automatically and manually assign due dates.
• Must track workloads of personnel by tracking the number of cases and/or tasks each agent or analyst is assigned.
• Electronically assign cases, events or incidents for review and approval based on the types of reports and incidents; events can be assigned by any user however they must be approved by a first (1st) level supervisor.
• Must have the ability to convert tasks or in-take complaints into investigative cases or other types of events without re-entering the information; have the ability for the agent or analyst to select features to transition any case from being criminal, information, or background investigation; the feature should be embedded in the report selection process; a warning or confirmation should be given in a prompt display asking if this is the correction they want to take.
• Must allow for tasks or in-take complaints to be closed with notes.
• Must support workflow management for due dates and case assignment; this should function similar to a computer aided dispatch system.
- Property and evidence management
• Track property and evidence; must allow for tracking of property and evidence by a barcoding system and must be associated with the corresponding case number and include the name of the individual who submitted the evidence.
• Track chain of custody; chain custody is a method to track who received and submitted evidence; tracking must include the current location of the evidence.
• Must have the ability provide notification to purge property and evidence that meets the retention period as defined by agency and other regulatory entities. lottery must be automatically notified on a recurring basis of what would qualify to be purged based on gs1- sl and gs2 retention periods, court order or statute, or as determined by the lottery; lottery shall then have the ability to approve the items for deletion, or to deny deletion and mark the cases for continued retention; the system must require manual approval for each notice.
• Conduct an audit on property and evidence items; the audit should be able to do the following: have ability to determine how many items of property and evidence are currently housed and include date, region or submitting member, who submitted the property/evidence, types of items in property/evidence, items set to purge, and items that have been removed.
- Data management
• It is preferred that the system has the ability to seamlessly transfer data, which will be pulled from legacy systems by the lottery and provided to the contractor in API or csv files, while ensuring data integrity and completeness during the transition process to enable ongoing functionality and accessibility of historical data.
• Must have the ability to archive data from the lottery’s legacy system with a clear delineation of archived data from new/current information, with the ability to link a new case to an archived file; the lottery reserves the right to request changes to the formatting of the naming convention of the archived data, if determined to be in its best interest.
• Must have the ability to purge investigative cases that meet the retention period as defined by agency and other regulatory entities. lottery must be automatically notified on a recurring basis of what would qualify to be purged based on gs1-sl and gs2 retention periods, court order or statute, or as determined by the lottery; lottery shall then have the ability to approve the items for deletion, or to deny deletion and mark the cases for continued retention; the system must require manual approval for each notice.
• Must have the ability to import data from other proprietary software specific to the s lottery, and any other data from the lottery that is able to be imported, for the purposes of searchable information.
• Must have the ability to run optical character recognition (OCR) on all uploaded images/documents that are searchable.
• Must have the ability to track printing and downloading of documents from the RMS. have the capability of authorized personnel to run a query report on printing and downloading of documents.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: February 18, 2025