Enterprise Document and Records Management Solution

Enterprise Document and Records Management Solution are to:
• Replace the existing Cabinet platform with a modern document management solution.
• Preserve the integrity and accessibility of existing electronic records.
• Develop a secure and controlled migration strategy for historical Cabinet data.
• Improve document search, retrieval, indexing, and workflow capabilities.
• Reduce dependence on legacy technology.
• Improve integration with WSA's existing technology environment.
• Support applicable TWC, Texas DIR, cybersecurity, records management, and organizational requirements.
• Improve audit readiness and records accessibility.
• Provide appropriate role-based access controls and audit logging.
• Establish a sustainable platform capable of supporting WSA's future operational requirements.
• Minimize disruption to WSA staff and workforce program operations during implementation.
• Provide WSA with a predictable and sustainable total cost of ownership.
- Document Management: The proposed solution should support:
• Electronic document storage
• Document indexing
• Metadata management
• Full-text search
• Advanced search
• Document version control
• Document preview
• Document check-in/check-out where applicable
• Document categorization
• Bulk document processing
• Document scanning
• Electronic document upload
• Drag-and-drop functionality where applicable
• Document sharing based on authorization
• Document history
• Document audit trails
• Vendors should identify which capabilities are native to the proposed solution and which require third-party products or additional licensing.
- Cabinet Data Migration: Migration of existing Cabinet records is a significant component of this initiative. Vendors should provide detailed information regarding their ability to migrate existing Cabinet records into the proposed solution. The vendor should address:
• Discovery and assessment of Cabinet data
• Data extraction
• Document migration
• Metadata migration
• Index migration
• Folder/document hierarchy migration
• User/account migration where applicable
• Historical records migration
• Data cleansing
• Duplicate document identification
• Data validation
• Error handling
• Migration reconciliation
• Migration reporting
• Chain of custody
• Data integrity verification
• Preservation of document timestamps and metadata where technically possible
• The vendor should identify any Cabinet-specific tools, utilities, APIs, database access, or third-party services required to perform the migration.
• The vendor should also identify any Cabinet data that may not be capable of being migrated and describe recommended approaches for addressing such records.