Enterprise Document Management Software

The vendor required to provide enterprise document management (EDM) software solutions better serve county’s needs and to gain a clear understanding of the marketplace, vendors, solution functionality and pricing structures.
- General system functionality
•    Provide an overview of your solution’s core document management capabilities, including screenshots or descriptions of user and administrator interfaces.
•    Encrypt data and maintain security for documents in transit and at rest.
•    Provide user support (including availability, type of support provided, and response time).
•    Describe any AI-based or automation features available for classification, indexing, or metadata extraction from documents
- Document capture, workflow, and retention
•    The workflow and approval process capabilities of your solution (including routing, notifications, escalation paths, and automation options).
•    System support creation, storage, retrieval, and routing of documents across departments and agencies.
•    System’s capabilities for defining and managing document retention schedules, including automatic deletion or archival of documents after their retention period has expired.
•    System provides auditable reporting and verification functionality to support regulatory and internal document retention and disposition policies.
•    Solution allows the county to configure new workflows, modify existing workflows, and implement new departmental use cases without vendor involvement?
•    System manages version control and prevents duplication or loss of records when multiple users collaborate on the same document.
- System administration
•    The administrative capabilities available to county staff, including the ability to add users, define roles, create groups, configure access permissions, and manage departmental implementations.
•    Solution supports county IT staff in performing upgrades, configuration changes, and system maintenance independently.
- Collaboration and access
•    System supports concurrent access, check-in and check-out controls, and role-based permissions to ensure proper security and version integrity.
•    Solution support document access through mobile devices or web portals? please describe how mobile access is secure.
- Integrations
•    System integrates with other enterprise systems (e.g., ERP, HRIS, permitting, financial applications)
•    The following systems or platforms do you currently have existing integrations with:
o    Microsoft products
o    Utility billing software
o    Helpdesk software
o    Scanner environments
o    Custom applications
•    API capabilities and the level of support provided for custom integrations.
•    System integrates with file storage platforms, collaboration tools, or cloud environments used by other customers.

- Questions/Inquires Deadline: November 26, 2025