Document Management System

The Vendor is required to provide information from qualified vendors regarding unified 3rd party document management systems.
- The new solution must support document storage, indexing, retrieval, retention compliance, system integrations, and historical data migration.
- Requirements vary by department but share common needs around metadata management, search, OCR, and secure access.
- Document Storage & Retrieval
•    Ability to store diverse document types (HR, financial, patient-related, enrollment packets, AP/PO docs, etc.).
•    Retrieve documents via multiple identifiers including: 
o    Employee ID
o    Medical Record Number (MRN)
o    HAR number
o    Case number
o    Batch number
o    First/Last Name
o    Document type
•    Support for individualized document indexing rather than bulk “packet-level” indexing.
- Indexing & Metadata
•    Robust metadata configuration with department specific fields.
•    Ability to index by: 
o    Employee details
o    Patient identifiers
o    Financial references (claim number, batch number, PO number)
o    Case identifiers
•    Metadata lookup functionality for advanced search and filtering.
•    Support routing based on indexed fields (e.g., work queues in Revenue Cycle).
- OCR (Optical Character Recognition)
•    Ability to convert images to readable/searchable text.
•    System should support OCR for both standard and non-standard document formats.
•    Require OCR for: 
o    HR documents
o    Enrollment documents
o    Revenue Cycle documents
•    Not required for Nurse Family Partnership (NFP).
- Reporting & Audit
•    Reporting needs vary, but common requirements include: 
o    Productivity tracking (Revenue Cycle)
o    Ability to print all or subset of record folders (HR)
o    Historical document access reporting
o    Retention audit verification
•    Access expiration/limited time “view-only” access for employees or managers (HR).
- Workflows & Work Queues
•    Routing documents to teams based on type (Revenue Cycle).
•    Capture document status within workflow (e.g., indexed, pending review, completed).
- Data Retention
•    HR: 5–10 years; some permanent.
•    Revenue Cycle/Billing: 7–10 years.
•    Enrollment: 7 years post-case closure.
•    Accounts Payable: 10–15 years (invoices for fixed assets – permanent).
•    Purchasing: 10 years for purchase orders.
•    HR Benefits: Indefinite retention recommended (medical, life insurance docs).
•    NFP: 3 years for enrollment packets.
•    COSH: Records pre 2016 must be migrated for compliance.
- Data Migration Requirements
•    Full migration of historical documents from OnBase for in-scope areas.
•    Approximate number of documents is 65 million.
•    Approximate size of documents is 2 TB.
•    Potential bifurcation: 
o    Active employee records → Workday (HR Benefits)
o    Historical records → New document management system
•    Some opportunities to migrate to Epic Gallery where appropriate (patient-linked documents).