Description
The State of Maine, through its Archives, is seeking a cloud‑based Records Management System (RMS) to replace an aging Microsoft Access solution. The contract covers implementation, migration of metadata for 85‑100 k physical boxes, barcode/RFID tracking, a self‑service portal for agencies, robust search (full‑text, OCR, AI‑enhanced), integration APIs with existing platforms, strict security (AES‑256, TLS 1.2+, FedRAMP/ISO 27001/SOC 2 compliance), accessibility, and on‑site/remote support within Maine. The solution must support multi‑site data storage (>500 mi apart), provide dashboards for operational visibility, and include a five‑year term (initial year plus two optional two‑year renewals).
• Cloud‑based RMS with digital and physical record tracking, barcode/RFID support, and retention‑schedule automation.
• Mandatory security certifications (FedRAMP, ISO 27001, or SOC 2 Type II) and encryption in transit and at rest.
• Maine‑based support, 24/7 service levels, implementation work‑plan, training, and ongoing maintenance.
• Integration with Microsoft 365, SharePoint, and other enterprise systems via APIs.
• Budget indicated at roughly $150 k, with a fixed‑price bid covering the full contract term.