The Province of Ontario is seeking a qualified vendor to provide an enterprise document and records management system with comprehensive integration into SharePoint Online. The project scope includes the development of a strategy document for managing SharePoint sites and hubs, implementation guidance for SharePoint Online, and recommendations for best practices regarding group or function-based management strategies. A focus on limiting custom permissions and leveraging third-party software or add-ons for enhanced functionality is required, along with detailed costing for any such solutions.

The selected vendor will be responsible for designing a robust Role-Based Access Control (RBAC) architecture, defining user roles and permissions, and developing a data migration strategy from existing on-premises Windows Fileshares to the new SharePoint Online environment. Additional tasks include enabling automation using Power Automate and Flows, configuring and optimizing search capabilities within SharePoint Online, reviewing Purview integration, and recommending or implementing workflows, templates, and forms—features not currently utilized in the existing system.

The system must safeguard metadata from unauthorized changes while permitting modifications by authorized administrators for legitimate business needs. An important requirement is that the new solution should establish a foundation for possible future integration of Artificial Intelligence (AI) functionalities. This opportunity is ideal for vendors with expertise in enterprise content management, SharePoint Online, secure records management, and digital transformation for large organizations.