25D - AGMT - DIGITAL RECORDS SRVS

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RFP No. 16 -00_7: Digital Records Management Needs Assessment and Implementation Plan a?rP City of Santa Ana Public Works Agency March 21, 2016 • Governance: structures including the ability to define, manage and apply the agency's record retention policies • Projects; • Identify all projects, their interdependencies • Professional services: e.g., back file conversion • Schedule /timeframes required to execute the strategy Deliverable 2.1: Draft System Design Recommendations CSA 2.1 Agency Review /Comments Appropriate Agency staff will review the draft deliverable and providing comments /suggested revisions. Agency comments will be reconciled/ consolidated by the Agency's Project Manager into one set of comments, and transmitted to ThirdWave. The review / comments will be provided within the turn - around time specified in the Project Schedule, e.g., 5 business days. CSA Deliverable 2.1: Comments Task 2.2 System Recommendations This task will entail taking the feedback from the stakeholder review sessions and incorporating it to produce the final system design recommendations. Three (3) bound color hard copies of the Needs Assessment, System Design and Implementation Plan documents will be provided. Deliverable 2,2: System Design Recommendations Task 3.1 Draft Implementation Plan Drawing on the findings from the previous task, this task will a produce a detailed description of how to implement the Digital .Records Management within the organization that includes the following: • Analysis of the current state, documenting staff input. • Analysis of the effective deployment of the Document Records Management concepts and technologies throughout the agency. • Tasks to implement the workflows identified in the needs assessment and critical decision points, including steps required to implement the migration of existing data identified in the system design phase. • Implementation Schedule: identified workflows into discrete phases to allow for adaptable funding over multiple years. • Estimated costs: to implement the phases of the plan, including: • Data upgrade /acquisition • Additional software licensing and maintenance • Possible hardware costs Plans for near -term projects should provide significant implementation details, with more general information provided for steps to be undertaken over the longer term. Specifics should address applications to be developed as well as estimated costs and required resources (particularly for shorter term implementations). Deliverable 3.1: Draft Implementation Plan Proposal © 2016 9 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312,9513 F 25D -39