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
