Public Records Intake, Response and Management System

The Vendor is required to provide a public records intake, response and management system.
- Software-as-a-Service (SaaS) solution to:
• Provide a public-facing submission portal for records requests.
• Automate workflow routing, acknowledgment, and deadline tracking.
• Support document management, including versioning, redaction, and secure delivery.
• Maintain a full audit trail and reporting dashboard.
• Integrate with existing systems (Microsoft 365, Outlook, SharePoint, PeopleSoft).
• Enable multi-campus administration within one system.
• Ensure compliance with state law, University policy, and data protection standards (FERPA, HIPAA, GLBA).
- The solution must provide automated deadline tracking and configurable reminder notifications.
- The solution must maintain a complete audit trail capturing all user actions, system events, and data changes.
- The solution must support bulk redaction of documents, allowing redaction to be applied across multiple files simultaneously.
- The solution must support pattern-based automated redaction (e.g., SSNs, names, DOBs, or other defined PII patterns).
- The solution must provide a mechanism for public access to documents that have been reviewed and released (e.g., public portal or externally accessible repository).
- The solution must be able to convert bulk files from .pst format to PDF and de-duplicate emails in the conversion process.