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RFP No. 16-007: Digital Records Management Needs Assessment and Implementation Plan <br />City of Santa Ana Public Works Agency March 21. 2016 <br />Assumptions: <br />1. Seven taxonomy workshops will be held. <br />2. Participants in the Taxonomy workshops will be staff that work on the documents <br />being addressed on a day-to-day basis. <br />Deliverable 1.5.2: Taxonomy Workshops (7) <br />Task 1.5.3 Draft Document Taxonomy <br />Using the data collected in the classification/Indexing sessions with stakeholders, this <br />task will entail developing a high-level taxonomy for the documents reviewed. <br />Documents/records will be separated into logical groups to produce a taxonomy <br />hierarchy organized into the following: <br />• Function Process / Activity (Department / Division) <br />• Document Type (Record Series) <br />• Document Classes (documents/records belonging to a document type) <br />• Index values (key words) <br />The draft taxonomy will be provided for the workshop review and comments. <br />Deliverable 1.5.3: Draft Document Taxonomy <br />CSA 1.5.3 Agency Review! Comments <br />Appropriate Agency staff will review the draft deliverable and providing <br />comments/suggested revisions. Agency comments will be reconciled/ consolidated by <br />the Agency Project Manager into one set of comments, and transmitted to ThirdWave. <br />The review / comments will be provided within the turn -around time specified in the <br />Project Schedule, e.g., 5 business days. <br />CSA Deliverable 1.5.3: Comments <br />Task 1.5.4 Final Taxonomy <br />This task will entail taking the feedback from the stakeholder review sessions and <br />incorporating it to produce a final taxonomy. <br />Deliverable 1.5.4: ECMS Taxonomy <br />�-. :•e t.: to. <br />Task 2.1 Draft System Recommendations <br />This task will entail providing a general framework for structuring documents within the <br />organization. The conceptual system design will address the following: <br />• Systems recommendation: Physical system configuration (computers, network <br />requirements, etc.) <br />• Software recommendations: Physical system configuration (computers, network <br />requirements, etc.) <br />• Content/ Records Management <br />• Taxonomy, the ability to classify/tag documents/content with pre -defined <br />metadata. <br />• Ability to search and retrieve records including the ability to print, export, email, <br />save, and create web links <br />• The ability to preserve and archive documents, produce audit reports of deleted <br />records, or certification of deletions for compliance <br />• Training: Staff skills and training requirements <br />Proposal <br />02016 8 <br />ThirdWave 11400 W. Olympic Blvd, Suite 200 Los Angeles CA 90064 310,914.0186 V 310.312.9513 F <br />