Records and Information Management System

The Vendor is required to provide a centralized Records and Information Management (RIM) System.
- Currently operates absent of a centralized RIM system utilizing different departmental methods of managing, storing and retrieving records and information across various departments.
- Benefit from implementing a uniform and consistent records keeping system to ensure consistent record-keeping practices; uniform storing solutions; efficient search and retrieval of information; appropriate security, legal, regulatory and compliance with retention of records before disposal of records and/or prolonged retention of records.
- Many records are maintained in hardcopy format, while other documents are stored digitally using a variety of methods and systems.
- The goal of this Request for Information is to review the market for comprehensive RIM system(s) that will address the need to streamline record keeping, introduce efficiencies and identify any gaps in the board records management practices.
- Current Record Keeping Conversion: Ensure hard copy documents are converted to digital format on a uniform repository system.
- Centralized Records Repository: An option for a unified and compatible system to store records that supports multiple file formats (i.e.: documents, emails, multimedia files). The solution should provide an easy way to digitize hardcopy records and integrate digital files into a single system.
- Retention Management: The system should allow for the creation and enforcement of organization-wide policies for records retention. This should include the automated application of retention rules to all records, regardless of format or department, based on record type or classification. The system should provide secure, auditable processes for reviewing, approving and executing record disposition actions. The system should also support any legal holds to prevent disposal of records subject to litigation or investigation.
- Advanced Search and Retrieval Capabilities: A powerful, user-friendly search function to quickly locate records across multiple formats and departments.
- Regulatory Compliance: The system should help to ensure that records are managed in compliance with applicable laws, including privacy regulations, industry-specific standards and government retention mandates. (Provide high-level context regarding whether an enterprise retention schedule exists and its current maturity to reduce vendor assumptions and variability).
- User Training and Support: Comprehensive training and support for employees to ensure smooth system transition and usage.
- User Features: User-friendly system with search, indexing, version control and audit trails capabilities.