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State Contemplates Document Management System

The California Department of General Services’ Office of Business and Acquisition Services and the Office of State Publishing have released a request for information about a physical document management software system that would be a turnkey solution.

Illustration of a brain surrounded by computer circuits.
Two offices within the department that serves as California’s business manager are in the early stages of a potential technology procurement and want to hear from vendors.

The California Department of General ServicesOffice of Business and Acquisition Services (DGS/OBAS) and the Office of State Publishing (OSP) issued a request for information (RFI) on Feb. 14 seeking information on a turnkey solution for a physical document management software system: the SRC Records and Billing and Barcoding Management Information System (MIS) software services. (Both offices exist under the DGS umbrella.) Among the takeaways:

  • The State Records Center (SRC) offers secure offsite record storage solutions and confidential document destruction. SRC works directly with the California Secretary of State’s Office’s Archive Division and the Document Destruction Center to make records work seamlessly and ensure records management best practices. SRC has three record storage facilities in the Sacramento area. Under the State Records Storage Act, DGS, the OSP and the SRC administer the state records program. They want to hear from vendors capable of delivering a cloud-based software solution to manage and bill for physical records storage. The software should be comprehensive in one application to securely manage, bill, track and monitor activity of items in storage, via any web browser.
  • The state entities want to hear from industry experts who can provide insight into creating a future solicitation for the SRC records and information management software and billing and barcoding system. Among the questions the state entities hope to address are potential implementation timelines; what emerging technologies the state should consider for this service; how such software could be incorporated into the state system; and what major hurdles other state or public-sector entities may have faced when implementing such a system.
  • Respondents should describe their detailed cloud-based solution for billing and physical records storage; talk about their company’s biggest implementation challenge and how it was resolved; and describe how many years they’ve been providing this service and what solutions they’ve provided to other state or public-sector entities. Companies should indicate whether their solution includes invoicing and billing to other state agencies for storage; list names and contacts at agencies using their service at levels matching this RFI’s size and scope; other options or strategies their company can propose to improve the service solution; and describe their company’s customer service issue resolution process.
  • This RFI seeks to obtain information on current market conditions and the availability of goods or services capable of meeting the state’s needs. No contract is expected to directly result from this RFI. A walk-through at a Sacramento-area record storage facility is slated for 10 a.m. Friday. Questions are due by 5 p.m. March 4; responses will come by 5 p.m. March 12. Responses to the RFI are due by 5 p.m. March 20.
Theo Douglas is Assistant Managing Editor of Industry Insider — California.