A Texas-based agency is seeking a comprehensive cloud-based document management and workflow automation software solution. The system must efficiently and securely manage records, forms, and workflows across multiple departments while ensuring compliance and providing seamless integration with existing systems such as Yardi and Microsoft 365 through API-based data exchange.

The selected vendor will provide a SaaS-only solution hosted in a secure U.S.-based cloud environment, including software licensing and subscriptions, as well as fully managed services such as hosting, updates, scaling, monitoring, and security. The project also encompasses data migration from legacy repositories, workflow discovery and configuration, user training, thorough documentation, and ongoing support with live agents as needed.

The software must feature robust records management capabilities—including retention schedules, legal hold, disposition workflows, and audit logs—alongside role-based security and access controls. It will also include AI-powered search functionalities that allow intelligent analysis of document content and images, supporting semantic, contextual, and visual search. Comprehensive document capture through multiple input methods (scanning, file import, email ingestion, and other electronic or automated mechanisms) is required to ensure flexible organizational intake processes.