Electronic Document Management Services

The Vendor is required to provide to develop an electronic document management (EDM) architecture and implementation plan utilizing its existing SharePoint online tenant.
- Comprehensive environment assessment
• Audit all shared drives: structure, permissions, file types, retention.
• Review current SharePoint online: site architecture, metadata, permissions, compliance.
• Map workflows and pain points via department consultations
- SharePoint online optimization plan
• Deliver a detailed report with recommendations for site structure, Metadata, permissions, retention based on tomrms classification, compliance (FIPPA and MFIPPA) and data governance.
• The plan should be built on enhancing the existing SharePoint intranet site and is not intended to replace IT.
- Pilot migration plan
• Identify 2 pilot business units based on department consultations.
• Develop and validate migration processes, risk mitigation, and fallback plans.
- Site architecture
• Implement recommended site structure including retention policies and Meta data.
• Create a site template based on recommendations
- Pilot migration
• Migrate 2 business units.
- Change management & training
• Create and deliver training for pilot departments.
• Develop communication templates and “cheat sheets” for staff.
- Reporting & handover
• Regular progress reports.
• Document findings, lessons learned, and next steps.
- Departmental engagement & migration
• Conduct readiness assessments and workshops for 5 departments.
• Refine migration roadmap based on pilot feedback.
• Execute migrations of 5 departments, prioritizing by business need and readiness. 
• Present migration plan to stakeholders
- Ongoing optimization
• Adjust SharePoint architecture and policies as needed.
• Address emerging compliance or workflow requirements.
- Change management & training
• Tailor and deliver training for each department.
• Facilitate workshops and Q&A sessions.
• Support department leads with communication and adoption strategies.
- Progress reporting
• Monthly reports and milestone reviews with project manager.
- Sustainability & knowledge transfer
• Deliver advanced training for power users and IT.
• Develop comprehensive documentation and handover materials.
• Establish ongoing data governance and support processes.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: July 28, 2025