Digital Information Services

The Vendor is required to provide a modernization of its Microsoft 365 SharePoint Online environment to establish a secure, scalable, and compliant foundation for digital records management and collaboration.
- The organization currently operates on Microsoft 365 E5 licensing and supports approximately 600 users across more than 1,000 SharePoint sites.
- Capabilities such as sensitivity labels and Microsoft Purview information protection are already in use, the existing environment requires redesign to support enterprise wide consistency, improved lifecycle management, and sustainable governance.
- Provide a comprehensive on-site or virtual demonstration of the services and solutions, including the proposed technology, dashboards, and reporting mechanisms, as part of the evaluation process.
- The discovery phase will focus on understanding business capabilities, information management needs, and collaboration patterns across the organization.
- Workshops are expected to explore how SharePoint Online and Purview are intended to be used, emphasizing metadata driven organization, retention labels and policies, and modern information architecture rather than deep folder structures or visually driven preferences.
- Workshops should examine permissions models, metadata, cross functional relationships, and the distinction between collaboration spaces (e.g., Microsoft Teams) and long term records repositories (SharePoint Online), as these considerations directly influence information architecture and governance decisions.
- Defining and implementing standardized site templates for divisional teams, cross divisional collaboration, projects, subsidiaries, and external organization collaboration.
- Establishing document library standards, including structures and naming conventions.
- Incorporating Microsoft Purview services into the information architecture where appropriate (for example, using metadata and content types to drive retention label and policy application)
- SharePoint site templates for standard collaboration scenarios.
- Metadata and taxonomy standards document, including required fields and usage guidance.
- SharePoint Governance Framework:
•    Designing site creation and lifecycle governance, including approvals, retention and disposition.
•    Defining content ownership and stewardship models across Information Management, Information Technology, and business areas.
•    Defining permissions management workflows.
•    Establishing external sharing policies and standards.
•    Defining site provisioning standards, including when specific templates should be used.
•    Establishing a SharePoint change management model (roles, approvals, escalation paths).
- Technical Configuration & Optimization
•    Configuring and implementing site designs and templates.
•    Configuring search schema to support improved findability, refiners, and metadata alignment.
•    Configuring storage quota policies.
•    Configuring integration with Microsoft Teams, Microsoft Dynamics 365, Microsoft Power Platform, and future subsidiary platforms as required.
•    Implementing monitoring and analytics dashboards.
•    Assess Microsoft Syntex suitability and business case. If the assessment is approved, complete an optional pilot deployment.