Cloud-Based Policy Management System

The Vendor is required to provide for the procurement of a cloud-based Policy Management System.
- Objectives:
•    Provide secure, centralized access to all agency policies, SOPs, and operational guidelines.
•    Automate policy lifecycle management: creation, review, approval, distribution, acknowledgment, and archival.
•    Enable remote and multi-location access for authorized personnel while maintaining agency and CJIS compliance.
•    Deliver real-time reporting, dashboards, and audit capabilities for compliance monitoring.
•    Enhance accountability and awareness across all agency personnel.
•    Ensure agency compliance with agency standards, CJIS regulations, and other applicable legal mandates.
•    Facilitate accountability and awareness among agency personnel through tracking and certification workflows.
- Cloud System Design and Configuration
•    Configure the system for cloud deployment with secure multi-tenant or dedicated cloud architecture.
•    Mobile applications for accessibility wherever there is internet access.
•    Enterprise licensing for at least 3000 accounts.
•    Unlimited or high-capacity storage.
•    Implement agency-compliant user roles, permissions, and workflow approvals.
•    Enable indexing, and classification aligned with law enforcement operations and regulatory standards.
•    Integrate with cloud-accessible internal systems (e.g., CJIS-compliant repositories, intranet portals).
- Policy Lifecycle Management
•    Enable drafting, editing, version control, and archival of policies and SOPs.
•    Implement automated review schedules, notifications, and approval workflows consistent with agency standards.
•    Track acknowledgments by personnel to ensure agency-wide compliance, allowing for up to 24 reviewers/approvers.
•    Provide audit trails for legal, compliance, and internal review purposes.
•    Ability to track signatures and generate reports for individual users and the documents they have signed off on.
•    Ability to send inbox alert notifications and messages.