Claims Document Management System

The vendor required to provide claims document management system (CDMS) must integrate with the city’s existing assure claims system and include technologies, tools, and methods to capture, manage, store, preserve, and deliver content. 
- It should also comply with mandated retention and disposition policies.
- Implementation of this system will include re-engineering current business processes, merging open claim files and training key users on the CDMS solution, resulting in fundamental changes to business practices and ways of working, with the expectation of increasing staff productivity and improving information service delivery.
- The CDMS and re-engineered business processes will allow efficient management of the currently unstructured city information, and it will provide the technology infrastructure to support the content life cycle. 
- The CDMS must have the ability to interact with risk master and assure claims and standard microsoft office tools.
- 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 look-up 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 and 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, power point, 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, 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.

- Contract Period/Term: 5 years
- Pre-Proposal Conference Date: December 9, 2025
- Questions/Inquires Deadline: December 15, 2025