Enterprise Document Management System

The vendor is required to provide enterprise document management system (EDMS) implementation are:
•    Establish a main repository for documents. 
•    Give users the ability to index or enter the metadata associated with the document captured and stored. 
•    Control and track the creation and versioning of documents captured, managed, or stored. 
•    Reduce manual processes and increase productivity. 
•    Establish workflow processes to streamline movement of documents between staff and schools and departments. 
•    Generate reports on transactions. 
•    Establish a process to apply retention policies and track final disposition of the records. 
•    Reduce redundancy through effective management of multiple types of documents (scanned or electronically generated) and improve the tracking and retrieval of these documents. 
•    Share documents stored into the system in a structured and secure manner across the organization. 
•    Supports single-sign on with microsoft Entra.
- Requirement
•    Provides a cloud-based solution that meets acts and requirements.
•    Compatible with modern web browsers 
•    Provides mobile app capabilities that support current versions of apple iOS, iPadOS, and android OS.
•    Provides the capability to create document identifiers (i.e., social security numbers, birth dates, form types) for indexing when captured 
•    Integrates with PowerSchool sis and Tyler Munis. 
•    Supports forms management and creation of templates. 
•    Implements translating technology into existing documents and templates.
•    Support for common language translation. 
•    Provides a method to allow record import and export of common electronic document types including, but not limited to tiff, pdf, jpeg, PNG. 
•    Ability to create custom retention schedules. 
•    Ability to classify records retention by category. 
•    Ability to schedule and log record disposition. 
•    Ability to flag and suspend record purging based on pending litigation or audits which would supersede the record retention schedule. 
•    Ability to align with state, federal and local statues and guidelines. 
•    Ability to comply with the web content accessibility guidelines (WCAG) 2.1 at the aa level. 
•    This includes providing accessible content and functionality for all users, including those with disabilities. 
•    The system should ensure that all web pages and applications are perceivable, operable, understandable, and robust, in accordance with the WCAG 2.1 guidelines. 
•    Ability to migrate records from paper, microfiche, and our existing click-on document management system (CDMS) by the SSI group incorporated. 
•    Ability to provide a scalable solution 
•    Ability to provide document versioning 
•    Ability to print and export records electronically. 
•    This functionality should support various formats, including but not limited to pdf, tiff, jpeg, and PNG. 
•    The system should ensure that the exported documents retain their original formatting and metadata, and provide options for bulk export and selective export based on user-defined criteria 
•    Provides portal for online record requests. 
•    Ability to provide encryption to records while in transit and at rest. 
•    Provides the ability to accept online payments.
•    Provides the ability to create custom indexes and index fields. 
•    Provide the ability for users to search on multiple fields containing text, dates, or numbers. 
•    This functionality should enable users to perform comprehensive searches across various data types, ensuring efficient retrieval of relevant information.
•    Ability to automatically transfer student records based on enrollment changes. 
•    Provide comprehensive online tool to assist users in navigating and utilizing the system effectively.
- Online record
•    Provides a web-based solution for current and former students, post-secondary institutions, and third-party vendors to request and pay for student record requests. 
•    Processes and manages all record requests including transcripts, cumulative student (records), supplicate diploma requests, house bill 91 petitions, and education verifications. 
•    Provides a process to support the secure routing of student (records) to other k-12 school districts and post-secondary institutions. 
•    Provides a method of collecting payments and fees on behalf of the district for requests made online and delivers one monthly check with an itemized report of each transaction.

- Questions/Inquires Deadline: October 15, 2025