Electronic Document Records and Management Solutions

The Vendor is required to provide for electronic document and records management solution.
- Objective
• Provide central repository for Customers to capture and manage electronic documents and records according to the customer’s classification system and records retention schedules;
• Have full solution providers that can provide the digitization services, implementation of software solutions and professional services to support the customer’s records management policies;
• Have robust software functionalities and customization that integrates with Customer’s existing systems;
• Excellent technical and customer support throughout the Term of the agreement; and, Detailed, accurate and punctual reporting to agency.
- Records Management
• A retention schedule is assigned to records based on their classification;
• Declare records and trigger retention periods based on either events or dates (e.g., from date of record, end of current year, end of contract, completion of project, when superseded);
• Store and preserve records in a secure central repository for their entire required retention period; and,
• Ability to override the records retention schedule and place a hold on the disposition of selected records when required.
- Classification
• Assign a unique identifier to all documents and records as they are created, added or uploaded to the solution;
• Export all or part of the classification system for viewing, printing and displaying in various formats; and,
• Authorized administrator(s) can add, edit and update new classes to the classification system.
- Records Management
• Centralized repository of records with the ability to accept and store various file types
• (i.e., audio formats, video clips, images, document files);
• Centralized repository of metadata with the ability to locate and retrieve records based on one or more descriptors (i.e., file size, date of creation, author name(s), titles, tags, modifiers);
• Automatic assignment of a unique identifier to each record;
• Set pre-programmed retention or disposition on records determined by pre-established processes and procedures (i.e., classification system and retention schedules);
• Organize and classify documents and records based on user specified criteria, generating groups or lists;
• Metadata must be unalterable and must at a minimum contain information on the date and time of each transaction, which user was involved and the nature of the transaction;
• Create, manage, revise and control the thesaurus used to apply metadata to records;
• Assign metadata to records and provide information about the subject or content;
• Allow administrator to validate system activities to the user, date and time within the system (i.e., accessed by, read by, opened by, deleted by, saved by);
• Allow users to manually override any procedures regarding the archiving or disposition of records;
• Provide an audit trail of transactions against the records documenting their complete lifecycle from creation/receipt, use and migration through to disposition;
• Check-in records allowing a user to upload a new version of a document to the repository which other users may be able to access and alter accordingly;
• Check-out records which removes the document from being readily accessible, prohibiting other users from altering the documents; and,
• Access, track and control changes to current and past versions of documents to see which users made which changes when.
- Search, Retrieve and View
• Search for records by searching for combinations of terms in metadata fields, content, descriptors;
• Find records by browsing or navigating through the hierarchical taxonomies;
• Locate items by searching within the content of electronic records;
• Soft, filter or refine search results;
• Search results will only include information the searcher has the right to view; and,
• View, display, export/copy or print records.