Electronic Document Management System

The Vendor is required to provide electronic document management system (EDMS) capable of supporting the full lifecycle of records across a diverse set of departments, operational units, and public-facing services.
- Manages large volumes of documents originating from a wide range of sources, including historical paper records, scanned images, born-digital files, and documents maintained within legacy systems.
- EDMS must accommodate a broad array of file types and allow staff to ingest documents through multiple channels, including direct upload, email submission, scanning hardware, and programmatic interfaces.
- EDMS should support the creation and enforcement of metadata standards and allow the county to evolve these standards over time.
- Metadata and content-level search capabilities must work together to provide fast and accurate retrieval of documents regardless of their age, format, or origin.
- Role-based access control, version management, and structured check-in/check-out must be available to ensure documents are used responsibly and modified only by authorized personnel.
- The system must maintain a comprehensive audit trail that records access, edits, downloads, deletions, and other relevant interactions with county records.
- To support compliance with security, privacy, and accessibility standards—including HIPAA, CJIS, and PII protections, the EDMS must integrate with the county’s identity management framework and support both SSO and MFA.
- EDMS should also serve as a catalyst for improved operational workflows across the county
- The system should support automated alerts, reminders, and escalation logic to ensure that tasks such as document review, amendment, and approval are completed in a timely manner.
- These tools should enable departments to understand usage patterns, assess compliance with policies, identify workflow bottlenecks, and better plan for resource needs.
- EDMS should address core functional areas such as:
• Comprehensive support for a wide variety of document and image formats, including large or complex files that are frequently used in county operations
• Automatic OCR and full-text search, ensuring both legacy and newly ingested documents are easily findable
• Flexible metadata models that allow the county to define, enforce, and adapt standards across departments
• Advanced, user-friendly search capabilities that draw on both content and metadata
• Strong governance and security controls, including permissions, versioning, check-in/check-out, and complete audit history
• Compliance-ready features, including support for SSO, MFA, and strict protection of regulated information
• Configurable workflows supporting departmental review, approval, and routing processes
• Retention policy enforcement, aligned with statutory, operational, and archival requirements
• Robust reporting and analytics, enabling departments to measure usage, performance, and compliance
• Reliable ingest and bulk processing, ensuring staff can efficiently manage both small and large volumes of documents
• Support for system migration, duplication cleanup, and secure external sharing, enabling a smooth transition and improving long-term sustainability.