In a request for information (RFI) released Monday, the California Department of Human Resources (CalHR), “in consultation” with the California Office of Data and Innovation (ODI), seeks a solution “for redacting documents to help the state of California deliver anonymous hiring and ensure fairness and equality in the hiring process for our job seekers and hiring managers.” The department handles issues related to employee salaries and benefits, job classifications, civil rights, training, exams, recruitment and retention, according to the RFI. Among the takeaways:
- The RFI stems, in part, from Executive Order N-16-22, signed by Gov. Gavin Newsom last year. Per the RFI, it centers on “advancing equity and tackling disparities and discrimination within the hiring process.” Among its reforms to hiring, the EO calls for the “creation of an anonymous hiring system in the Examination and Certification Online System (ECOS)” for job applicants. Anonymous hiring, the RFI said, “aims to eliminate bias and ensure privacy of PII [personal identifiable information] in the hiring process.” A vital part of this is redacting PII in application information — including “form fields, resumes, cover letters, etc.” ODI has supported CalHR in researching departments’ redaction processes and will make recommendations on implementing “anonymous hiring.”
- CalHR’s current challenges around implementing such a system include manual redaction processes that are “onerous and time-consuming”; the lack of an automated redaction system for “free-form documents such as resumes and cover letters (PDF, Word, Rich Text Format)”; and the fact that departments host redacted files in “ad hoc systems.” Additionally, some kinds of documents, like “scan or image documents” can be tougher to redact and need “special handling.” The department hopes standing up an “automated redaction tool” will improve the experience for human resources technicians and hiring managers experience; ease redactions from thousands of job applications a day; and increase the accuracy and consistency of those redactions, while enabling a “standard process for redaction practices across departments.”
- The department seeks vendors that are experts in automated document redaction, including “planning, designing, implementing and maintaining an enterprise solution” for the state. The solution should be capable of being integrated into ECOS or “other required system.” Technical minimum requirements include being U.S.-hosted, cloud-based and capable of processing at least 300,000 files or 100 gigabytes of data per month; able to accept real-time or batch data “programmatically through an API”; the ability to function as an integrated or stand-alone system; and compatibility with a variety of document formats. Minimum security requirements include single sign-on, “role-based access and user management,” and detailed documentation on data security and recovery; FedRAMP authorization of moderate or higher — or seeking that — is preferred. Technical preferred requirements include the ability to customize what information gets redacted; to manually edit and review automated redactions before they’re finalized; and to maintain “customized reporting systems.” Minimum privacy requirements include statements of purpose for collection of PII; preserving CalHR ownership for data collected; and ensuring data collected is used only for its intended purpose. CalHR data must not be copied by any subsequent partner and must stay under the department’s ownership. Respondents must also offer implementation and support, including training materials across the enterprise; a “high-level project schedule”; custom training on system updates; and a software warranty. Preferred qualifications for respondents include experience working with state government agencies and being a registered vendor with a current California Software Licensing Program contract number.
- A financial value for any resulting partnership is unclear, as is the precise timing of any such partnership. Per the RFI, proposals will be reviewed “on a rolling basis” with vendors chosen to move on to “the next round of evaluation” potentially contacted before the RFI’s close. Live demonstrations by the end of the month may be required; however, the RFI is not a “guarantee of work” or a device “to allow for direct contract award.” It may serve to guide future procurements. The period for questions and answers about the RFI closes at 11:59 p.m. Thursday. Applications are due by 11:59 p.m. May 19.
