Electronic Document Management System (EDMS)

The City of Rocklin is soliciting proposals from qualified vendors to provide an Electronic Document Management System (EDMS) solution, including software, implementation, configuration, migration, and ongoing support. The City is open to either a cloud-based or on-premises solution. The selected vendor shall provide a turnkey solution, including software licensing/subscription, implementation, and ongoing support. The system should include centralized document storage and management, metadata, indexing, and full-text search, records management functionality, security capability for confidential records, version control, and audit trails. • The EDMS solution should be scalable and capable of supporting all City departments. • The solution should provide workflow automation and process efficiencies. • The solution should support transparency and Public Records Act (PRA) requests. • The solution should integrate with existing enterprise systems. • The solution should replace or consolidate existing shared drives and siloed systems. • The solution should store digital images quickly and effectively for later retrieval by securely defined user groups. • The solution should support archival permanency with the ability to migrate records to other mediums. • The solution should provide the ability to export digital information into various formats. • The solution should provide the ability to control the authoring, check in/out, and/or version control of documents. • The solution should provide the ability for users to index or enter the "metadata" associated with the documents being entered into the system.