Electronic Data Management System

The vendor required to provide electronic data management system for the county.
- Proposed system hardware:
•    On premises server, security for on-premises
•    Provide a separate list and cost of all licenses (a minimum of fifty (50) users), equipment, hardware, virtual machine server specifications and network storage requirements needed to perform all services upon installation.
•    The standard to which you harden the server, both hardware and software.
•    County will install and maintain its security information and event management (SIEM) system on server and deploy agent to produce logs on end user devices.
- Proposed system capabilities:
•    Document number: the primary logical index will be in the document number consisting of a sequential number throughout the year. 
•    The system must automatically increment the number of each new document and assign the correct day and time of day for each document recorded. 
•    State how the proposed system will index the documents and state whether indexing can be performed at the front counter at the time of capturing fees.
•    Document number override: the system should have the capability to override the primary logical index with a user-entered number, which then becomes the new incremental number. 
•    State the capability of the proposed system to allow the county to override the primary logical index.
•    Index capabilities: ideally the system should have the ability to define and maintain multiple logical (report) and physical (image) indices on the stored documents. 
•    The system’s indexing capabilities.
•    Paging: the system must provide the capability to easily browse next page, previous page, next document, etc. 
•    This function is performed on the proposed system.
•    Magnification: the system should provide a zoom capability to magnify a document. 
•    The capability as it relates to changing the magnification of a document.
•    Image enhancement: the system should allow the operator to enhance images for greater clarity. 
•    The system should allow for adjustment of sharpness, contrast, resolution and reverse image. 
•    The image enhancement features of the proposed system.
•    Image format: the system should store the images in an industry standard, non-proprietary format. 
•    This format should compress the images for efficient disk utilization without loss of data due to the compression.
•    Image dimension: source documents can range in size from a minimum of 8.5” x 11” to 8.5” x 14”. 
•    This will be accomplished and how it will integrate into the daily workflow. 
•    Provide option for imaging other sizes of documents.
•    Maps: system must provide for the imaging and indexing of maps.
•    Printing: the system must have the capability to print an image to a networked printer and the map printer t5270d after viewing it on a workstation.
•    Card printing: the proposed system must have the ability to print cards for pistol permits and county veterans discount cards. 
•    Preferred hardware for zebra ZXP series 7 pro.
•    System reports: describe any reports and reporting capabilities that are delivered with the proposed system. 
•    We must have the ability to request new reports made in a timely fashion. 
•    Reports are to include daily, monthly, and annual reporting statistics. 
•    The reports supplied with the proposed system and your ability to write custom reports in order to make them available at the time of installation.
•    Batch processing: the proposed system must have the ability to scan, index and commit individual batches of one or more pages. 
•    State whether the system is capable of keeping track of multiple batches automatically. 
•    The system must be a batch entry process that would necessitate the county to bundle documents and index them sequentially. 
•    The document processing capabilities of the system.
•    Simultaneous processing: the system must have the ability to scan, index and commit documents to one storage medium from different workstations simultaneously. 
•    The system’s indexing and commitment process.
•    Flexible scanning: the system should accommodate document scanning either at the front counter or at a later point. 
•    The system should work with our existing scanners, Fujitsu fi-7180 and fi-6140. 
•    The system should accommodate map scanning from our t5270d. 
•    The system’s ability to scan at various points in the workflow process.
•    Resolution: the scanners should allow for adjustable resolution of the scanned image by the operator.
•    Image quality adjustment: ideally, the scanner operator should be able to correct poor image quality by adjusting size, position, contrast, focus, resolution, etc. 
•    State the operator-controlled image enhancement features provided by the proposed system.
•    Backup features: provide a summary of the proposed system’s backup features and options.

- Questions/Inquires Deadline: January 5, 2026