Physical Records Management System

The Vendor is required to provide for securing the purchase, installation, implementation, support, and maintenance services of a qualified firm to replace the county’s existing physical records management application (referred to as “the existing application”) for the county clerk.
- The existing application is Infolinx WEB software with cloud-based hosting, which allows the Clerk’s Office to manage the storage, use, and disposition of the County’s and other public agencies’ physical records.
- Facility and Records Management
•    General Records Storage Vault for inactive records
•    Archival Vault for historically significant and permanent collections
•    Media Vault for electronic media, microfilm, periodicals, and newspapers
•    Total facility capacity: 44,980 cubic feet; current occupancy (as of 12/31/2024): 39,847 cubic feet (~89% of capacity)
•    Annual records intake: approximately 1,700 cubic feet
•    Annual destruction or withdrawal: nearly 1,000 cubic feet
•    Types of records stored: hardcopy paper, maps (rolled and flat), microfilm, archival documents, books and dockets of varying sizes, bound and unbound proceedings and minutes, artifacts, newspapers, and other digital media. Records are primarily stored in standard 1.0 cubic foot boxes, but non-conforming items range in size from 0.1 to 6.0 cubic feet.
- Customer Base
•    Serves 59 customers comprising 128 individual units
- System Requirements
•    Intake, retrieval, retention scheduling, and destruction of records
•    Management of diverse record types and storage sizes
•    Support for archival and historically significant collections
•    Management of storage supplies
•    Accurate invoicing and billing for multiple customers
•    Tracking both inactive records stored at agency and active records held by departments
•    Ability to add, modify, manage access & delete users

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: October 14, 2025