The Council is seeking vendors to provide a modern, compliant, and scalable Electronic Document and Record Document Management System (EDRMS) to replace their legacy on-premises solution. The new system must support digital transformation initiatives, enhance operational efficiency, and improve services to citizens.

Vendors are expected to analyze and bridge gaps between the current EDRMS security mechanisms and M365 permissions, map the information landscape including risk/complexity areas, and offer expert recommendations to increase efficiency and usability through the adoption of new technologies. The proposal should address collaboration demands across the organization, detail training and configuration strategies for automated processes, and specify methods for ongoing management, monitoring, and maintenance using the proposed tools.

Migration support is required, including tools and processes for cleansing and organizing legacy data. The solution should simplify integration with enterprise business systems (such as SAP and GIS) via out-of-the-box connectors and APIs, and incorporate robust storage, retention, version control, and archival processes in alignment with records management standards. Security must include role-based permissions, external sharing controls, and Data Loss Prevention policies. The system should offer advanced discoverability features including search, eDiscovery, compliance dashboards, and audit trails.