City of Woodland Document Management System RFP

The City of Woodland is seeking a Document Management System (DMS) to manage its records and documents. The selected vendor will be responsible for the implementation and maintenance of the system, including software deployment, data migration, training, and support. The system must meet certain minimum qualifications, including integration capabilities, document workflow automation, public access and transparency, migration and conversion tools, compliance and security, reporting and searchability, and scalability and sustainability. Some key features and requirements of the system include: • Integration with existing systems such as GIS, financial software, and permitting systems • Document workflow automation, including routing documents for approval and notifications • Public-facing portal for searching and accessing records • Secure delivery of public documents via direct links • Migration and conversion tools for legacy data and physical records • Compliance with California Trusted System requirements and data encryption • Reporting and searchability capabilities, including full-text search and custom reports • Scalability and sustainability, including on-prem or cloud deployment options and robust user training and support