The vendor required to provide expert guidance, analysis, design, and planning services to support the development of an enterprise SharePoint information architecture and the implementation planning of a city-wide records management framework.
- Requirement:
• Assessing current departmental practices, legacy drives, and existing SharePoint sites.
• Reviewing the lifecycle of digital records across city systems, including SharePoint, Laserfiche, teams, and email.
• Designing a scalable, departmental and function-based SharePoint folder and library structure appropriate for a network drive replacement.
• Recommending metadata models, naming conventions, and classification elements that support records findability and retention compliance.
• Developing governance standards and documentation for SharePoint and microsoft 365.
• Preparing a migration strategy and roadmap for city-wide implementation.
• Identifying opportunities for automation (e.g., retention labels, disposition workflows, data classification).
• Ensuring all recommendations comply with the municipal government act, access to information act and protection of privacy act, and emerging legislative requirements related to the city’s privacy management program.
- Tasks
1. Current state assessment and information governance review
• Conduct interviews and workshops with departments currently using SharePoint and those yet to migrate.
• Analyze the current lifecycle of records across SharePoint, Laserfiche, network drives, email, and external systems.
• Evaluate metadata structures, permissions, teams’ usage, and document storage behaviors.
• Review existing retention schedules, rim policies, workflows, and bylaws in preparation for modernization.
• Assess technical complexity associated with legacy system migration (e.g., planning and development, citywide, ERP considerations).
• Evaluate the implications of rot (redundant, obsolete, trivial) cleanup prior to migration.
• Deliver a current state assessment report summarizing findings, risks, and opportunities.
2. SharePoint information architecture and records management and data governance framework
• Develop a user-friendly SharePoint architecture that supports intuitive navigation, folder-based workspaces, and search optimization.
• Create a model for departmental records libraries and folder structures to achieve consistent organization across the city.
• Recommend metadata elements, content types, and classification approaches that are realistic for staff use.
• Develop a records management and data governance framework that includes:
o Enterprise data governance policies, standards, and methodologies to guide the creation, maintenance, and use of data and information assets across the organization.
o Standardized business glossary and naming conventions to ensure consistent terminology, classification, and understanding of data and records across systems and business units.
o Identification and documentation of organizational data and information assets, including where they are stored (e.g., SharePoint, Laserfiche), how they are used by business areas, and the business outcomes they support.
o Defined sources of truth for key data sets or categories of data to ensure consistency, reliability, and confidence in reporting and decision-making.
o Data quality and integrity standards, including expectations for accuracy, completeness, and ongoing stewardship of organizational data and records.
o Records retention, disposition, and defensible destruction frameworks, including updated retention schedule concepts and clear rules for lifecycle management.
o System integration and information architecture considerations, including governance and operational alignment between SharePoint, Laserfiche, and related platforms.
• Define access and security models, including site ownership roles and permissions.
• Conduct validation workshops with city staff.
• Provide a design blueprint summarizing all architecture and governance recommendations.
- Implementation roadmap, migration strategy and change management
• Develop a multi-year migration strategy ending December 31, 2028.
• Identify departmental readiness, pilot sequencing, and resource requirements.
• Provide technical recommendations for automating retention, classification, and disposition (e.g., purview, sensitivity labels, records manager).
• Develop a change management and communication approach aligned with city needs and project risks.
• Recommend training frameworks, user guides, and departmental onboarding supports.
• Estimate implementation costs, resource requirements, licensing implications, and timeline assumptions.
• Prepare the final implementation roadmap summarizing migration phases, key milestones, risks, and dependencies.
- Contract Period/Term: 1 year
