SW-30438 - Canada (Alberta) - Electronic Document and Records Management System - Deadline January 31,2020

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: SW-30438

Government Authority located in Alberta; Canada based organization looking for expert vendor for electronic document and records management system.

[A] Budget: Looking for Proposal

[B] Scope of Service:

(1) Vendor needs to provide electronic document and records management system
- A consistent and systematic approach to managing all information resources, regardless of the medium in which they are held, throughout their entire lifecycle,
- Support for a function–based classification system;
- Support optical character recognition (OCR) capability compatible with existing multifunction devices and computer applications;
- A means of applying the City’s custom retention schedule to all records in SharePoint, all physical records, and optionally all records in the file shares;
- A means of automating the following recordkeeping capabilities for all documents stored in SharePoint:
- Identification of documents that are records;
- Classification of records against the retention schedule;
- Determination of when a document will become a record;
- When, and if, to move a record to a records archive;
- A means of carrying out disposition of all declared records against the retention schedule:
- with streamlined processes for approvals and reporting;
- non-recoverable disposition (expunge) and auto-deletion based on specific rules;
- ability to transfer records and their associated metadata to a different location (e.g. for archiving and digital preservation);
- A means of applying legal holds to records and non-records alike, including email;
- Access logs, auditing, legal holds, and alert capabilities;
- Powerful search and retrieval capability, including the ability to search by document metadata in order to access physical records collections,
- A user-friendly means of classifying, saving and storing email and/or attachments into SharePoint;
- A user-friendly means of attaching documents from SharePoint to an outgoing email, including a means to send links to documents internally and options for sending documents for external communications;
- A means to search and access information stored in SharePoint from the Outlook interface;
- A means for users to request check-out and/or return of physical records resources;
- A means of automating recordkeeping such that end users do not need to participate in the recordkeeping process;
- Optionally, the Software will support barcodes and check-in/check-out tracking of physical files; and
- Optionally, the Software provides management of current electronic records and documents stored in shared drives.
(2) All the questions must be submitted no later than January 20, 2020.

[C] Eligibility:

- Onshore (Canada Only);

[D] Work Performance:

Performance of the work will be Offsite. Vendor needs to carry work in their office location.

Expiry Date : Friday, 31 January, 2020

Question Answer Deadline : Monday, 20 January, 2020

Category : Software, System and Application

Country : Canada

State : Alberta

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