The vendor required to provide enterprise records management software for include:
1. Document recording services:
• Scanning, storage and retrieval of documents in an enterprise system that enables functionalities related to document redaction, sensitive information handling, indexing, labeling, and related counter services.
• County currently scans and indexes various document types, ranging from very simple black and white one page document to very long (hundreds of pages) color and large (many pages of large format maps) into the system.
2. E-recording services:
• Digital submission of documents by title companies, citizens, and other governmental entities that will reduce the need for physical presence in the office for specified business transactions.
3. Marriage license and civil union:
• Issuance and acceptance of applications along with related document workflows.
4. Passport appointments and application services:
• Appointments for federal passport applications, collection and disbursement of related fees, creation of required reports and application material packets for delivery to the federal government.
5. Property fraud alerting:
• Citizen ability to register to receive alerts on validated properties or other identifiable transactions.
6. Certified copy services:
• In person and online purchase of documents and certified documents, including financial collection of funds, ideally integrated with the workday financials’ module used by county.
7. Paid subscription services:
• Title companies and other interested parties commonly desire subscriptions services enabling bulk access to specified document types stored within the repository for their individual research and independent utilization.
8. Citizen web portal services:
• Enablement of public search for public documents, authenticated search for restricted documents, and the purchase and delivery of copies of documents as enabled by the county clerk and recorder.
• Citizen web portal services, by state requirement, must adhere to minimum standards of digital accessibility, being error free at level aa.
9. Confidential record management:
• Proper management of confidential document types, confidential data on specific recorded documents (redaction), and protection of private information of protected individuals as required by state and federal regulations.
- Questions/Inquires Deadline: January 23, 2026
