Records Management System

The Vendor is required to provide and implement a modern, comprehensive records management system (RMS) for official and vital records.
- The County operates its recording and vital records functions on a current Records Management System.
- Data Migration & Management
•    Perform data cleanup and migrate all necessary records, including order processing history, and official documents from the existing system to the new RMS.
•    Index, ingest, and make accessible historic documents and records to ensure full continuity of operations.
- Integration & Interoperability
•    Ensure compatibility and integration with relevant county departments and systems, including, but not limited to, the assessor, county counsel, county clerk, health and social services, knowledge transfer & best practices.
•    Leverage best practices and lessons learned from similar county RMS implementations.
•    Provide knowledge transfer, training, and documentation to ensure successful adoption and ongoing support.
- System include:
•    The solution must migrate all historical data from the current system(s) to the new system without data loss or corruption and include mapping, validation and reconciliation. 
•    Migration must be validated for completeness and accuracy prior to go live.
•    Provide role-based access controls configurable by the county to manage user permissions at different levels of hierarchy.
•    The system must allow users to create new document codes and update or maintain existing document codes, including the ability to associate applicable recording fees with each code.
•    The system must automatically calculate total recording fees based on document title, number of pages, additional applicable fees, and any regulatory exemptions or "no fee" designations.
•    The system must support assigning multiple document codes and fee codes to a single document and allow administrators to configure those relationships through the user interface.
•    The system must validate all transfer tax calculations and flag any discrepancies when computed fees do not match the expected formula or threshold.
•    The system must allow users to review and update the codes, fees, and page counts of individual documents within a batch before cashiering the entire batch.
•    The system must support automated indexing of documents that are recorded manually, in batches, or via third-party interface, using a standardized document naming convention defined by the county.
•    The system must allow administrators to define and manage a list of government-issued reject codes, which can be referenced by staff during document review or rejection processes.
•    The system must include an integrated module that allows users to create document orders, process recordings, generate invoices, accept payments, send rejection notices, and track document status.
•    The system must support payment collection via multiple payment types, including cash, check, credit/debit card, and mobile payment, and support mixed payments within a single transaction (e.g., part cash and part card).
•    The system must allow each user to reconcile their daily monetary transactions, including all forms of payment (cash, check, card, etc.), and submit a daily reconciliation report.
•    The system shall allow exporting of daily revenue and accounts receivable information into a format that can be consumed by financial systems or used for audit reporting.
•    The system must allow users to accept payments for outstanding charges previously incurred by internal county departments or external entities.
•    The system must allow authorized users to modify previously recorded transactions by applying corrected charges or issuing refunds and shall maintain a history of all changes made.
•    The system must allow overpayment amounts to be applied either to the original receipt and recorded under the responsible user's profile, based on defined rules.
•    The system must allow users to manually enter document numbers and define page separations when reviewing a batch of scanned documents.
•    The system must support batch scanning workflows where users can input a certificate type and a corresponding certificate number range before initiating the scan.
•    The system must support high-speed scanning that can read barcodes and automatically assign document numbers and page counts for both recording and cashiering processes.
•    The system must allow submission of old document batches for redaction and support integration with tools that flag sensitive data for manual review and approval.
•    The system must be fully compatible with the secure interface (county’s multicounty electronic recording delivery system) to enable continued electronic recording delivery.
•    The system must allow scheduled export of selected documents (by type or date range) to third parties, and allow limiting access based on user role or organization.
•    The system must support exporting all documents into a film backup system with tracking features that identify successful or failed export jobs to prevent duplication or loss.
•    The system must allow staff to create cover pages for maps, attach them to individual map documents, and export the complete version to external recipients.
•    The system must allow administrators to define and manage numbering schemes, storage locations, city codes, and book types used in document processing
•    The system must allow users to define and manage fee formulas, individual fee codes, groupings of fees, and associated reporting categories.
•    The system must provide tools for tracking inventory levels and order history of official bank note paper used in vital records.
•    The system must support assigning printers and workstations to users, and allow limiting certain printer functions (e.g., printing banknote certificates) to specific roles.
•    The system must allow setting redaction rules for past (backfile) and future (day forward) records, including priority levels and daily limits, configurable by authorized staff.
•    The system must provide a role-based access control module where admins can create roles, assign them to users, and restrict access at tab level and optionally at field level.
•    The system must autocalculate transfer tax calculation based on predefined criteria and allow users to override values, then automatically compute/recomputed amounts, and validate inputs with error-checking rules configured by administrators.
•    System must generate an activity report with selectable parameters including date range, activity type, payment type, customer, user id, and general ledger account.
•    System must generate revenue reports by revenue account and trust fund account, sortable by accounting period and account number.
•    System must generate reports comparing recorded transactions to payment totals, receivable balances, and cashier records, indicating differences or “reconciled” status.
•    System must generate a daily report with totals by payment type.
- Budget: $1,000,000

- Contract Period/Term: 1 year
- Pre-Proposal Conference (Mandatory) Date: October 28, 2025
- Questions/Inquires Deadline: November 7, 2025