A client seeks a qualified vendor to provide and implement a comprehensive cloud-based electronic document management system designed to ensure secure long-term document storage, streamlined retrieval, and compliance with statutory requirements. The system must enable immediate access to documents through precise indexing and robust search functionality, supported by Optical Character Recognition (OCR) capabilities that allow users to keyword search across a 20-year archive of records.

All documents, including medical records, police reports, videos, images, and adjuster notes, must be scanned at a minimum resolution of 300 DPI for maximum legibility. The system should offer tools for redacting Protected Health Information (PHI) or Personally Identifiable Information (PII) in compliance with public records requests or legal discovery procedures. Maintaining a verifiable chain of custody is essential to ensure that digital files are admissible in court as official business records.

Data retention must adhere to long-term standards such as PDF/A, ensuring documents remain accessible for at least 20 years despite technological changes. The hosting environment requires 99.9% uptime, geo-redundant backups, and secure off-site storage to safeguard against local disasters. The solution must also support the management and transmission of ongoing aging claims. The contract term is set for one year, with a deadline for submitting questions by February 23, 2026.