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25D - AGMT - DIGITAL RECORDS SRVS
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25D - AGMT - DIGITAL RECORDS SRVS
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Last modified
3/31/2016 5:07:21 PM
Creation date
3/31/2016 4:35:23 PM
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City Clerk
Doc Type
Agenda Packet
Agency
Public Works
Item #
25D
Date
4/5/2016
Destruction Year
2021
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EXHIBIT A <br />SCOPE OF WORK <br />CITY OF SANTA ANA <br />REQUEST FOR PROPOSALS <br />FOR <br />DIGITAL RECORDS MANAGEMENT NEEDS ASSESSMENT & IMPLEMENTATION PLAN <br />RFP NO.: 16 -007 <br />Introduction and Background: <br />The City of Santa Ana is requesting proposals from experienced consulting firms to conduct a <br />comprehensive Digital Records Management Needs Assessment and a detailed Implementation Plan <br />for the Public Works Agency. In order to ensure the highest quality of the proposer's responses and <br />to facilitate the fair and objective assessment of those responses, this document provides specific <br />guidance to all of the proposers regarding the city's strategic vision for its records management, the <br />scope and requirements for a digital record management needs assessment, and the format and <br />content requirements for vendor proposal submissions. <br />Currently, the Public Works Agency (PWA) does have an Enterprise Document Management System <br />(Laserfiche); however, many documents continue to be stored in decentralized locations. Some of <br />the divisions within PWA have opted to develop and maintain their own records physically in file <br />cabinets or on network folders throughout the Agency. Due to the lack of established protocols, it is <br />difficult to search and retrieve existing documents and it has led to decreased operational <br />effectiveness. <br />The primary focus of this needs assessment and implementation plan will be to establish a protocol <br />for digital processing and storage of all agency communications, documents, and project files for the <br />Agency. <br />The goals of the Digital Records Management Needs Assessment and Implementation Plan are as <br />follows: <br />Needs Assessment — Conduct an unbiased and objective assessment of the Public Works <br />Agency's current records management business practices. This assessment will include <br />currently stored documents and files to determine imaging opportunities for the purpose of <br />storage elimination and improved operational efficiency. Evaluate the existing systems, <br />resources, equipment, and develop recommended workflows for the individual divisions within <br />the Agency. <br />System Design - Provide recommendations for the appropriate hardware /software, staff skills <br />and governance structures to support the workflows identified in the needs assessment and <br />implementation plan. Develop a roadmap identifying projects required to execute the <br />proposed strategy. <br />Implementation Plan - Develop a thorough implementation plan relevant to the findings of the <br />needs assessment which details time and cost schedules necessary for the Agency to achieve <br />the goals of digital records management. <br />
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