Policy and Procedure Document Tracking System

The vendor is required to provide a system for tracking receipt of policies and procedures by employees; it is critical to obtain a single, secure, online location for the organization, management and distribution of important documents accessed anytime, from anywhere.
- Create surveys with optional confidentiality and training modules with ability test development; report development with search functionality is also needed.
- Critical needs:
• Single, secure, online location
• Document development, workflow, web-based access, user acknowledgment, published and archived document retrieval for editing and access
• Training – development, usage with expiration date of completion
• Testing - development, usage
• Certificates – development, usage with expiration dates
• Survey – development, usage and option for with or without confidentiality, published and archived retrieval for editing and access
• Report – development, export pdf and excel, for all types listed above as well as user and event logs reporting
• User – active directory sync, manual user import/development, search functions, administrator functions, group functions/edits/development,
• Security – allow levels of security and access for documents/folders/groups/users
• System must have mobile and web-based functionality to ensure all users and employees have full access regardless of location
• System must have ability to electronically acknowledge documents when administrator requests and authorizes the requested acknowledgment.
- Data encryption and stateside data: State it requires that data be encrypted in transit and in rest; state it requires that state data assets must be maintained in the states and data will not be held offshore.
- Contract Period/Term: 4 years
- Questions/Inquires Deadline: February 21, 2025