Enterprise Content Management Services

The vendor is required to provide to obtain information related to enterprise content management services (ECMS) for the agency’s records management group (RMG).
- Provides enterprise content management services (ECMS) with developed software, proprietary service application offerings, customized solutions to meet agency needs, and a cloud-based repository.
- The repository services are partially integrated with department business system for information sharing and include routine backups, day-forward additions, and repository maintenance.
- A System User would be able to upload any type of digital file (documents, photos, audio, and video) with descriptive metadata from any device (e.g. desktop, laptop, mobile phone, tablet, etc.).
- A System User would be able to view or play any digital files housed in the system.
- System User would be able to share digital files when requested.
- System's failover and backup capabilities for disaster recovery.
- A System Administrator would be able to review, tag and index any uploaded file to confirm they are agency records; and make edits as needed.
- A System Administrator would be able to limit file access based on a specific user or user group.
- A System User would be able to download individual files, or groups of files to which the System User has access to base on a range of criteria (date range, metadata type, etc.).
- A System User or System Administrator could limit sharing outside of the system based on user permissions.
- A System Administrator would be able to purge files using an approval workflow process based on a records retention schedule.
- A System User or System Administrator would be able to make a file exempt from purging based on legal hold or other administrative reasons.
- The system supports file versioning; allowing users to upload new versions of the same file while maintaining previous versions for reference, auditing, and rollback purposes until file is marked final.