Document Management Consultant Services

The Vendor is required to provide document management consulting firms to inventory, digitize, and design a comprehensive digital document management system for all legacy and current real estate and asset-related financial transactions. 
- This effort includes digitizing legacy paper files, consolidating fragmented electronic records, and creating a long-term governance and retrieval system.
- Objectives
•    Inventory and identify all paper and electronic documents related to real estate closings and financial transactions across agency.
•    Digitize legacy paper documents, ensuring high-quality, OCR-searchable format and appropriate metadata tagging.
•    Evaluate current agency digital document storage and propose upgrades or replacement of existing systems.
•    Develop a taxonomy and naming convention for current and future document intake.
•    Create a governance plan for access, legal compliance, retention, and long-term maintenance.
- Services include:
•    Review agency organizational structure and consult with asset management, development, finance, and legal teams to identify typical records maintained by large PHAS (e.g., development form 50058s, closing binders, title policies, tax credit equity agreements, developer agreements, bond documents, cost certifications, board resolutions).
•    Develop a complete inventory of paper and electronic files across all departments and storage locations.
•    Retrieve, scan, and digitize paper files to PDF/A or equivalent archival quality with OCR.
•    Index files with metadata and develop folder structure by property, transaction type, and date.
•    Assess agency current digital systems (SharePoint, shared drives, yardi document storage, etc.) And recommend an integrated digital document management system.
•    Recommend and help implement search, access control, retention, and audit trail protocols.
•    Provide training and capacity building for staff in records management and system use.
•    Produce a final report including a compliance roadmap with development and district retention rules.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: October 21, 2025