Enterprise Policy and Document Management System

The Vendor is required to provide an enterprise -wide, web - based software solution to manage the entire life cycle of agency policies, procedures, protocols, and other documents.
- This includes the complete workflow for each document including development, assignment, distribution, approval, renewal, and tracking.
- The goal is to create a multi - layered document control system that can be used across the organization to store and manage documents by type, area, location, department, etc.
- Document Repository and Management
• Centralized, web -based repository for all document types Version 09-07-2021 4
• Customizable document repositories for different departments or locations
• Use of standardized and customizable templates
• Archiving outdated or superseded documents
• Digital record of approvals and complete version history
• Hyperlinks within documents to glossaries, forms, and related documents
- Workflow, Routing, Approvals
• Electronic routing, review, approval, and notification functionality
• Automated workflows for review and approval processes, including deadline management and automatic publication
• Task tracking for document creation, editing, review, and approval
• System alerts for tasks, reminders, escalations, and deadlines
- Access, Security, and User Management
• Single sign - on (SSO) capability through the agency intranet
• Role -based access assignments and restrictions
• Integration with our HRIS system
• Unlimited user access
- Search, Reporting, and Analytics
• User -friendly search functionality allowing retrieval by keyword, topic, title, or full text
• AI- enabled search with natural -language question understanding
• Reporting and dashboard capabilities to track documents by type, due date, review status, ownership, and other attributes
- Communication and Collaboration
• Internal system -based communication capability with users
• Automated notifications related to document status and workflow actions
- Training, Support, and Adoption
• Employee training resources to support system implementation, access, and compliance verification