Specifications include, but are not limited to: Cloud-Based Document Management System: - The system should be a SaaS web-based platform hosted within a reputable cloud platform (i.e., Microsoft Azure, AWS, Google Services) operating domestically. - The system should support scalable storage capacity and offer advanced search and retrieval capabilities for efficient record management. - The system should provide robust backup and disaster recovery mechanisms to remediate system failures or data loss. - The system should provide default retention and destruction settings that calculate a Retain Until Date. - The system should allow IndyGo to define and manage user and administrative roles and privileges for accessing and modifying data. - The system should keep track of resources, how resources are stored and managed, and who has accessed those resources. - The system should offer high availability with an uptime of 99%. - The system should provide data encryption and two-factor authentication for greater privacy. - The system should encompass quality assurance procedures to ensure system stability and performance, along with ongoing maintenance and updates to the software system and security measures. - The system should provide workflow automation solutions to digitize and make documents shareable. - The system should be able to view, search, and print documents. • Document Scanning and Indexing: - The selected vendor will allow IndyGo to index documents that benefit the organization. - The selected vendor should provide a service to Scan on Demand. - The selected vendor will ensure that the digital images accurately reproduce the original document. - The selected vendor shall provide large-format scanning for blueprints, architectural drawings, and construction plans, including the capability to scan the various paper types of these documents. - The selected vendor shall have experience preserving older or damaged documents as part of the preparation for the scanning process. - The selected vendor will allow IndyGo to digitalize in stages by department. • Support & Maintenance: - The selected vendor shall provide a cloud-hosting platform. - The selected vendor will provide comprehensive support, including cloud hosting. - The selected vendor will provide robust data backup and disaster recovery. - The selected vendor will provide 24/7 technical assistance, proactive monitoring, and continuous updates.
