Document Management System

The vendor required to provide document management system (DMS) will serve as a centralized, secure repository to streamline the creation, storage, retrieval, and lifecycle management of legal documents.
- Our legal team currently manages a high volume of sensitive documents including contracts, litigation files, regulatory correspondence, and privileged communications using a combination of SharePoint, shared drives, email, and manual processes.
- Objectives
•    Improved security and compliance: ensure secure access controls, audit trails, and compliance with relevant data protection regulations. 
•    Enhanced search and retrieval: enable fast, intuitive search capabilities using metadata, full-text indexing, and tagging. 
•    Workflow automation: streamline document-centric workflows such as approvals, reviews, and records retention. 
•    Collaboration and accessibility: facilitate real-time collaboration and remote access for both internal and external stakeholders. 
•    Scalability and integration: support future growth and integrate with platforms such as microsoft 365, ERP systems, and CRM tools. 
•    Confidentiality and access control: granular permission settings, role-based access, and secure sharing to protect privileged and sensitive information. 
•    Legal-specific metadata and classification: support for tagging documents by matter, client, jurisdiction, document type, and retention category.
- Business requirements
1. Document management
•    Version control
•    Full text indexing and searching
•    Preview documents without opening file
•    Ability to export discovery with folder structure
•    Must save a myriad of file types
•    Bulk scan to pdf
•    Search across all files (global search)
•    Role based access controls and permission management
•    Retention schedule application
•    Workflows
•    Document visibility
•    Proxy or delegation
•    Admin support
•    Confidentiality labels
•    Robust OCR capability
•    Disposition
•    Custom metadata
•    Legal hold
•    Case management
•    Unique ids
•    Chronological ordering
•    Duplicate records identification
•    Index creation
•    Records declaration
2. Integration and compatibility
•    Must be compatible with twain scanners
•    Must seamlessly integrate with adobe acrobat
•    Must integrate with microsoft office 365
•    Robust email management using outlook
•    Email attachments
•    Multilingual
3. Collaboration and sharing
•    Hyperlinks
•    Bulk download
•    Bulk upload
•    Large file upload
•    E-file solution
•    Digital forms and workflow
•    MS office co-authoring
•    Bulk move
•    Navigation
•    Workspaces
4. Security and compliance
•    File auditing
•    File notifications
•    Manage ethical walls
•    Ad integration
•    Multi-tier security of files and folders
•    User visibility
5. Access and mobility
•    Remote access
•    Ability to drag in and out of solution
6. User experience
•    Autofill and autocomplete
•    Identify duplicate emails
•    Folder and file organization
•    Recent files
•    Ability to have user-selected favorite files, matters, and bookmarks
•    Recent documents
•    Metadata retained
•    Dashboard
•    Parent and child inheritance
•    Process related metrics
•    Production set of a file
•    Reusable templates
7. Support
•    SaaS and implementation services
•    Data migration
•    Vendor experience in legal industry
•    Vendor training
•    Vendor support
•    Proven cloud security, if applicable
•    Data protection
•    Identify integration
•    API documentation.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: January 19, 2026