Electronic Document and Records Management System

The Vendor is required to provide solution providers to assist in the customization and implementation of records management capabilities within our existing SharePoint environment.
- The project will involve exporting and organizing departmental files, applying tailored records management policies, and ensuring compliance with regulatory and organizational standards.
- Work with internal stakeholders to:
•    Export and migrate existing departmental files into SharePoint
•    Customize SharePoint libraries and metadata structures for each department
•    Implement records retention and disposition policies
•    Provide training and documentation for end users and administrators
- Assessment and Planning
•    Review current file storage and records practices
•    Conduct departmental needs assessments
- SharePoint Customization
•    Configure libraries, metadata, and content types per department
•    Set up permissions and access controls
- Records Management Implementation
•    Apply retention schedules and disposition workflows
•    Enable audit trails and compliance features
- Migration
•    Export and migrate files from legacy systems or shared drives
•    Ensure metadata tagging and classification during migration
- Training & Support
•    Provide training sessions for staff
•    Deliver user guides and admin documentation
•    Offer post-implementation support
- An electronic document and records management system using SharePoint that provides a centralized method of managing both our physical (paper records & files) and our electronic records (word-processing files, spreadsheet files, emails, electronic maps, records contained within multiple software systems and so on.
- Professional services for project management, installation, configuration of the system, implementation, file and records data conversion and inclusion, training and go live transition.
- To Improve Transparency and Accountability by:
•    Providing an effective means of complying with statutory obligations by documenting records retention practices and demonstrating that they are routinely carried out.
•    Providing a higher assurance of protection of privacy in accordance with privacy legislation.
•    Reducing search times on freedom of information requests, as well as routine requests for information, which increases citizen confidence in the municipality’s services.
•    Managing the full life cycle of the municipality’s records and increasing long term accountability.

- Questions/Inquires Deadline: September 12, 2025