Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-3369

Government Authority located in North Carolina; USA based organization looking for expert vendor for paper to digital scanning service.

[A] Budget: Looking for Proposals

[B] Scope of Service:

(1) Vendor needs to provide to a qualified company to provide a customized plan and expert advice for UNC Asheville’s conversion to digitized document filing and storage system.
The Vendor will advise and prepare UNC Asheville for migrating paper files into a digital format with appropriate, secure and compliant workflows and accesses. This conversion will include, but is not limited to:
● Installation of production and test versions of the application
● System must support modern browsers Chrome, Internet Explorer, Mozilla, Safari, etc.
● System and Procedural Documentation for Imaged Records Implementation
● Scanning Instructions Manual(s)
● File-Naming Standards
● File Format Guidelines
● Redaction and Retention Schedules and Procedures
● Provide subject matter expertise during the planning stages; guidance and support for implementation and maintenance. Initial discovery of current state vs desired state may be needed to provide estimates for planning and budgeting implementation by individual departments.
● Provide comprehensive training through conferences, onsite, online, and other resources to a variety of department representatives.
● Dedicated phone and email support to answer any questions regarding the system Monday through Friday, 7am - 7pm, ET.
● Ability to track credentials/licenses and expiration dates.
● Ability to limit individual user’s access to individual files or documents; multiple levels of administrative rights by role, specialty, etc. Robust (very granular and flexible) security is needed at both the application level and document level.
● Storage for documents with data protected by regulations such as HIPAA, FERPA, and ADA is required, including compliant audit trails. Sensitive data redaction tools are required.
● Support for multilevel signature authority
● Ability to lockdown records for legal reasons (exempt from normal purging schedules).
● Provide a system for access to records by auditors, employees or others as authorized by appropriate offices.
● Compliance with North Carolina Records Retention policy is required.
● Access to documents via a mobile device is required.
● Sophisticated search capability returning results regardless of the source (hand-written notes for example) is required.
● Optical Character Recognition with the ability to index documents as they are scanned is a requirement.
● Electronic Signatures (Credentialed approval, DocuSign, print, sign, photo of a signed document submitted)
(2) All the questions must be submitted no later than February 15, 2021

[C] Eligibility:

- Onshore (USA Organization Only);

[D] Work Performance:

Performance of the work will be Offsite. Vendor needs to carry work in their office location.

Expiry Date : Tuesday, 2 March, 2021

Question Answer Deadline : Monday, 15 February, 2021

Category : Data Entry, Scanning, Records and Document Related Services

Country : USA

State : North Carolina

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