Email Review, Redaction, and eDiscovery Software Solution

The Vendor is required to provide email review, redaction, and ediscovery software solution to efficiently manage large volumes of electronic communications and related records, including email messages, attachments, and associated metadata, that improves efficiency, consistency, defensibility, and collaboration among internal stakeholders.
1. Software subscription / licensing
• Access to a commercially available software platform for email and electronically stored information review, redaction, and production
• Licensing/subscription structure sufficient to support the city’s anticipated use
• Clear description of pricing model, including any data-based, user-based, matter-based, or storage-based fees
• Identification of any minimum subscription terms, renewal structure, and optional add-on services
2. Implementation / onboarding
• Initial onboarding and implementation services necessary to configure the platform for city use
• Assistance with setup of user accounts, permissions, and baseline workflows
• Coordination with city staff and its, as needed, for implementation planning
• Provision of an implementation timeline and key milestones
3. Training
• Initial training for city clerk staff and other designated city users
• Training materials, user guides, and recorded training resources
• Optional advanced or refresher training, if available
4. Ongoing support
• Ongoing technical support during the subscription term
• Access to vendor help desk or customer support resources
• Description of support hours, response times, escalation procedures, and service expectations
• Identification of any dedicated account management or customer success support
- Functional requirements
1. Data ingestion / import
• Email datasets and exports
• Common email file formats, if supported
• Attachments associated with email messages
• Mixed document sets, including pdfs and common office document formats
• Compressed or packaged files, where applicable
• Emails and attachments
• Parent messages and associated files
• And relevant metadata
2. Search, filtering, and organization
• Search across imported data sets efficiently
• Filter and sort records by:
• Sender
• Recipient
• Subject
• Date/date range
• Keywords
• Domain
• File type
• Attachment presence
• Other relevant metadata
• Organize records into review sets, folders, tags, or similar structures
• Reduce non-responsive or duplicative material prior to final review and production
3. Email review functionality
• Visibility of key email metadata
• Review of email body content
• Association of attachments with the parent email
• Efficient navigation of long email chains
• Threaded or conversation-based review, if available
• Deduplication and near-duplicate review tools.