Lost and Found Management Software

The vendor is required to provide to procure lost and found management software to improve recovery rates, customer service, and accountability for the department to replace the current system, 24/7 software.
- The software shall include operations modernization through secure online claims, mobile access, automated notifications, inventory reports, barcode workflows, dashboards, AI assisted matching, Optical Character Recognition (OCR), image recognition, and stronger least privilege security controls. Software subscription shall include maintenance and support.
- Core Requirements
• Keep track of found items, lost claims, claimed items, destroyed items, and inventory records.
• Audit trail of changes made to claims or items.
• Recover deleted records.
• Add notes and comments stamped with date, time, and user.
• Multi facility support and unique ID numbers.
• Printer support for 8.5x11 and receipt printers.
• Barcode for receipts and rapid retrieval.
• Customizable categories, locations, sections, storage locations, and statuses.
• Automatic expiration based on item type and retention rules.
• Advanced search by first name, last name, item name, location, notes, lost date, lost claim entry date, category, and facility.
• Mass edit and delete functions.
• Upcoming expiration alert at 15-day mark.
• Alerts to possible match when a lost claim is submitted.
• Export reports to Excel, Word, and Power BI.
• Export possible match to email format for passenger notification.
• Export confirmed match to email format for passenger notification.
• Upload attachments such as images or video.
• Column filtering, sorting, resizing, and customizable layouts.
• Web based access.
• Record claimant signature when releasing an item.
• Unlimited users preferred.
- Reporting
• Count of Lost Claims by Category
• Count of Found Items by Category.
• Domestic Currency Category within the item claim
• Foreign Currency Category within the item claim
• Domestic and Foreign Currency Categories
• Found Items Added Daily.
• Lost Claims Added Daily.
• Items Claimed Daily.
• Deleted Lost Claims.
• Deleted Found Items.
• Found Items.
• Lost Claims.
• Claimed Items.
• All Expired Items
- Modern Enhancements
• AI assisted matching with confidence scoring
• OCR extraction from labels and documents.
• Image recognition for common articles.
• Duplicate claim and anomaly detection.
• Natural language search.
• Public online and mobile claim portal with status lookup.
• Email and SMS notifications.
• Role based least privilege access control.
• MFA and SSO via Entra ID, SAML, or OAuth.
• Encryption in transit and at rest.
• Comprehensive audit logs.
• Dashboards for recovery rate, aging inventory, top categories, locations, and productivity.
• REST API and Microsoft 365 / SharePoint / Power Platform / Power BI integration options.
• Configuration, migration, training, go live support, uptime SLA, backups, and disaster recovery.