RFI for Electronic Document and Records Management Solution

The province of Ontario is inviting responses from vendors for the provision of an electronic document and records management solution. The desired system should incorporate advanced document management features, such as version control, check-in/check-out functionality, and metadata tagging. Additionally, records management capabilities are required, including retention scheduling, automated disposition, and comprehensive audit trails. The solution must offer trigger-based retention, robust search and retrieval options (including OCR and full-text search), as well as support for workflow automation and approval processes.

Vendors should detail any file naming restrictions and provide information on the system's ability to integrate with platforms such as Microsoft 365, Teams, Outlook, GIS, City View, and Citywide. Emphasis is also placed on advanced security features and access permission management. Submissions should include case studies or references from similar municipalities that demonstrate the solution's effectiveness from all user perspectives. Vendors are encouraged to append product brochures, white papers, and a roadmap outlining future development. The contract term will be for one year, and all vendor inquiries must be submitted no later than February 23, 2026.