PDF Mail Workflow Processing System

RFP posted: September 7th, 2026

Questions due by email: September 14th, 2026

Proposals due: September 21st, 2026

Vendor selection notification: October 7th, 2026

The organization seeks a production-grade PDF mail workflow processing system that converts employee-scanned correspondence and emailed PDF attachments into correctly routed, summarized, searchable, and governed digital records. The system must receive scanned mail as PDFs, use secure document intelligence or workflow automation to read and classify documents, determine each item's nature and function, and file or link correspondence in the appropriate approved location by user, subject, client, or matter.

The solution must read text from scanned and image-based PDFs, identify client, matter, sender, document type, document date, recipient, and other routing information, and process legible handwriting while flagging uncertain results for review. It must compare document information with authoritative Justice Server records through an approved integration method and maintain one authoritative digital copy in an approved secure document repository or system location. The system must also support uploading or linking relevant case documentation to the correct SharePoint location, send notifications containing secure direct links and concise summaries when appropriate, and operate as a cohesive workflow environment rather than disconnected automations.

The system must record who made manual corrections and when they occurred. Bidders must describe the proposed technology stack and explain the use of AI, OCR, workflow automation, document management, notification, reporting, integration, and hosting services, along with relevant security, data handling, governance, and error-handling capabilities. Questions must be submitted by September 14, 2026.