Claims Document Management System

The Vendor is required to provide a claims document management system (CDMS) that has a history of integrating with risk master and assure claims to support ongoing claims processing.
- The CDMS system should contain technologies, tools, and methods to capture, manage, store, preserve, and deliver content as requested. 
- The CDMS should include document management, records management, workflow, collaboration, and business process management.
- The CDMS should encompass core components, including:
•    Efficient categorization and classification of content, facilitating quick and easy retrieval using a wide range of search and lookup options and providing numerous delivery methods. 
•    Document capture and imaging for digitizing and managing paper documents.
•    Content-centric workflow and collaboration for effective information sharing. 
•    Document management for check-in/out, version control, security and library services for business documents. 
•    Records management for long-term archiving and for automating retention and compliance policies, and to ensure legal or regulatory record compliance.
- Document management
•    The CDMS delivers management controls for a wide variety of format types including Microsoft word, excel, PowerPoint, adobe pdf, html, text, jpg and tif files. 
•    Documents can be organized by type along with metadata, including but not limited to title, document date, author, and subject, approved by, and meeting date. 
•    Text notes can be associated with any document. 
•    Full text searching of the documents, attachments, metadata, and related text notes is available; and any content can be emailed and printed.
- Workflow
•    The CDMS utilizes workflow to progress documents and related attachments through the required review and approval processes of an item. 
•    All activities are logged, with status available for review by risk management-designated staff. 
•    Processes associated with claims management include:
o    New liability claim intake
o    New subrogation claim intake
o    Attaching documents to claim
o    Assignment of claims tasks
•    The CDMS encompasses and performs core components, including:
o    Efficient categorization and classification of content, facilitating quick and easy retrieval using a variety of search and look-up options and providing numerous delivery methods 
o    Document capture and imaging for digitizing and managing paper documents 
o    Content-centric workflow and collaboration for effective information sharing 
o    Document management for check-in and out, version control, security and library services for business documents 
o    Records management for long-term archiving and for automating retention and compliance policies, and to ensure legal or regulatory record compliance.
- Implementation, timeline, milestones, and execution strategy
•    Software and integration components:
o    Integration with risk master
o    Completed functional requirements (appendix 1 - CDMS requirements matrix)
o    Software Maintenance And Support
o    Software upgrades
o    Software licenses
o    Software warranties
•    Hardware and software installation:
o    Software installation and configuration
o    Printers and other peripheral equipment integration
•    Implementation services:
o    Requirements confirmation
o    Design development
o    System configuration
o    Back scanning
o    Testing
o    Training of staff and it support team
o    System documentation and support materials
o    Post implementation support
- The risk management department with functionality available to designated employees. the high-level focus areas or major areas of scope are to be implemented include:
•    Foundational activities, functions and features including:
o    Classification and metadata
o    Check in and out and versioning
o    eDiscovery and redaction
o    Full integration with risk master and assure claims
o    MS office integration
o    Policies and procedures
o    Security and access controls
o    System installation, operations, monitoring and reporting
o    Training
•    Records management: physical and electronic records (capture, store, manage, preserve, deliver)
•    Document management: text based electronic content management (Microsoft office and other formats), along with rich media content management (photographs, audio, video, maps, drawings)
•    Digital capture of paper via scanning and imaging.

- Contract Period/Term: 1 year
- Non-Mandatory Pre-Proposal Conference Date: August 13, 2025
- Questions/Inquires Deadline: August 21, 2025