According to the RFI, the department is interested in learning more about systems capable of supporting agencywide document management requirements.
Until recently, the department has been using Oculus, a commercial product developed and supported by ROH Incorporated, since 1998.
Approximately “400 concurrent users from a pool of 2,000 potential users interact directly with Oculus via direct insert or scanning to manage documents,” the RFI states.
Oculus is currently run on-premises at the Florida Digital Service State Data Center. The estimated current space used in the system is approximately 32 terabytes, with an expected storage growth of 1 terabyte per year.
As a result, the agency is looking to replace Oculus with a cloud-computing solution that minimizes the use of or does not rely on the State Data Center to meet agency needs.
Additional system requirements include:
- Supporting a document’s entire life cycle from creation and capture, organization and management, workflow and approval, viewing and sharing, and retention and disposal
- Migrating data and documents into and out of the vendor electronic document management system (EDMS) into other EDMS systems based on the agency’s needs
- Offering users robust and intuitive search functionality, including search for matching text within documents, keywords and advanced search options that include Boolean search capabilities
- Providing the ability to augment attributions with keywords to assist in future searches
- Supporting a variety of program-specific document retention and disposal policies
More information about RFI 2025007 can be found online, and all vendor responses are due at 5 p.m. on Aug. 26.
