SharePoint Site Architecture and Records Management Implementation Services

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