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Appendix to REQUEST FOR PROPOSALS Town of Monument Electronic Records Management System Project 2024 Specifications for Proposals FUNCTIONAL REQUIREMENTS: 1. Access A. Public Access i. Provides a platform for access of select public records to users outside of the organization ii. Allows public to download or request copies of select records iii. Automated access rules based on record types B. User Permissions i. Variable access control for users in system ii. Preset and customized user profiles for needs of different users C. Searching and Findability i. Ability to perform custom searches for records through a search tool ii. Directory/ folder structure interface for records organizational and hierarchy access iii. Advanced searching capabilities such a Boolean searching available in main search bar D. Legal Holds i. Allows records to be held in the case of litigation or discovery ii. Allows public to view descriptive metadata on records that are being held but not access the materials until legal hold is released iii. Requires multiple users to sign off on the end of a legal hold E. Mobile Devices i. Ability to capture and upload records from mobile devices ii. Solution provides natively built interfaces to standard mobile devices - iPad, iPhone, Windows Phone, and Android. 2. Capture and Ingest A. Capture i. Declaration and registration for all unique records using UID or other identifying characteristics ii. Scanning and upload tools in software are easy to use and accessible iii. Batch uploads of multiple documents in a single capture ---PAGE BREAK--- iv. Captured files are text searchable (OCR) v. Quality control of images automated vi. Preview of images available before capture is completed B. Ingest i. Allows for batch uploading of legacy records from shared drives and directories ii. Can collect and properly retain records that were created, imported and/or manually entered into the system or link records to other systems. iii. Drag and drop option for ingesting existing records to system iv. Scan directories v. Ability to interface with email systems for direct ingest from email application C. Descriptive Metadata i. Ability to customize record types and descriptive metadata for all records ii. Automated metadata generation for specific record types iii. Batch upload of legacy metadata from formats such as .csv for efficient metadata creation iv. Allows for integration of standardized or customized metadata schemas such as Dublin Core (DCMI) D. Conversion and Migration i. All legacy data will be able to be migrated to new system ii. Provide an explanation of approach for migrating legacy data E. Interfaces i. System will provide the ability to interface with third party systems ii. Describe your approach to developing interfaces F. Formats i. Captured or ingested records will be added in native formats or widely used formats such as PDF or TIFF ii. Conversion of formats to more stable ones available upon capture or ingest G. Export i. Records can be exported to local servers via web or on-premise solutions ii. Records can be printed directly from system H. Electronic Signatures i. Ability to electronically sign documents within system ii. Can recognize or connect with other electronic signature software such as DocuSign or Adobe Acrobat DC ---PAGE BREAK--- 3. Business Processes and Workflows A. Retention i. Automated retention for records using The Colorado Municipal Records Retention Schedule ii. Custom retention for specific records when necessary iii. Allows for preset and customized workflow processes for records creation, management, and disposition B. Disposition i. Execute disposition of records at end of life cycle based on retention rules and required approvals ii. Generates disposition reports with justification based on retention rules iii. Solution provides a variety of destruction options, including the ability to keep both index values and files permanently, keep only index values, or purge both index values and files with or without a history log (certificate of destruction). C. Business Rules and Automation i. Allows for processes to be automated within system ii. Retention management and notifications automated within system iii. Allows for the adaptation of current business rules and practices in the system iv. Promotes digital transformation of the workplace and business processes D. Integrated Workflows i. Solution to provide simple user generated Workflow creation and management. ii. Solution’s workflow experience is integrated to provide task buttons and user interaction on a menu right from selected or open documents through standard document retrieval user does not need to enter the workflow client). E. User Interface i. Allows for between 3-100 users at varying levels of access and rights management ii. Easy-to-use interface for users on multiple platforms (mobile and desktop) iii. Offers hosted (Web Client) and on-premises solutions iv. Provides capabilities for users to personalize their user experience personalized home page that opens to personal workflow lifecycles, stored favorite retrievals, etc.). ---PAGE BREAK--- v. Solution provides one central GUI for administration and deployment of capture products. F. Forms i. Ability to create and manage forms for requests and other functions within the system. ii. Records can be created and captured inside the system using forms G. Redaction i. Ability to redact documents ii. System can link an instance of an electronic record (that is, a redaction of the original record from which portions of content have been masked) to the original record. iii. Provide a variety of redaction capabilities such as manual redaction, search and redact, pattern search and redact, bulk redact, and image and graphics redact, full page and multi-page redaction iv. The redacted instance must not contain any metadata related to the redacted content H. Markup i. Ability to markup documents in the system ii. Ability to link an instance of an electronic record (that is, a marked-up version of the original record) to the original record iii. The original instance of the electronic record must be retained in the system I. OCR i. Ability to map fields on forms to populate metadata fields through OCR ii. System can recognize PII and other data through OCR 4. Storage A. Data Integrity i. Automated data integrity and fixity checks to ensure records are preserved in their original form as filed ii. Records can be authenticated through checksums or other means iii. Reports any changes to a record or metadata including the disposition of a record iv. Allows for recovery of files accidentally removed from system v. Local and Cloud storage solutions available for storing records B. Media types: i. Monitors records for obsolescence and versioning for long-term accessibility ---PAGE BREAK--- ii. Allows for organization of physical and digital records within system iii. Allows for conversion of records to stable media types such as PDF C. Linked data/ records i. Solution allows for multiple documents to be grouped together and treated by the system as a single record, with a single retention plan. ii. Records related to each other can be grouped together through linked data D. Duplication and Version Control i. Identical or duplicate records can be identified by system ii. Notifications about versions and duplication available when disposition event occurs in system E. i. Files can be partially or fully at any time in a record’s lifecycle 5. Reporting A. Alteration and access of records i. Audit trails for records including how a record was managed from declaration to disposition ii. Track all user and public access data B. Reference Analytics i. Reports and statistics generated about the number of records accessed and most frequently accessed records 6. Support A. Implementation Plan i. Provide a detailed plan for implementing the proposed system(s). This information must explain in detail the proposed phasing for implementation including advantages to this approach, alternative proposed phasing, and how this approach will limit the risk that the Town is facing during implementation. ii. Provide methodology for implementation. Methodology shall include estimated timeframe, overview of deliverables, assumptions, and assumed responsibilities. iii. Provide project team resumes for key members of the implementation team expected to be on the Town’s project. It is understood that assigning resources at this point may be difficult; however, resumes provided should at least be representative of the staff that would make up the Town’s project team. B. Customer Service ---PAGE BREAK--- i. Provides support for software in a timely manner ii. Ability to ask questions about software and find solutions to common issues in system C. Training i. Provides training and educational opportunities for users ii. Gives users option for hands on and recorded training sessions iii. Provides methodology and metrics for training effectiveness D. Documentation i. Provides excellent system functionality documentation ii. Provides information about software updates and changes to system iii. Allows for feedback on problems in the system and makes changes based on user feedback iv. Has Q and A forum available for users to research and communicate solutions for problems in the system