Closed

02/08/2021

The purpose of this proposal is to obtain the services of a Data Management model that will streamline the records management system for the Buena Vista Rancheria of Me-Wuk Indians and its related enterprises in accordance with Tribal policies and regulations.

The Tribe requires a records management system implementation that can streamline storage and retrieval of documents uniformly across its enterprises.

Archives – The Tribe has files stored on Sharepoint currently.  There are multiple Sharepoint sites with multiple file management systems being used.  These files would need to be systematically updated and moved to a new system.  Old files would need to be checked and purged for duplicate and extraneous documents.

New System – The Tribe would like to utilize a system that would scan and index all incoming documents.  These documents would then be indexed and stored in a filing system to be used company wide.  Safeguards need to be in place to ensure that all incoming documents are filed in the new format. This would also include enforced policies across the board to ensure that there is only one copy of each document and that it is the latest version.

The Tribe’s preference is a system that can still use a Sharepoint interface.

OBJECTIVES:

1. Set up company-wide comprehensive filing system
2. Organize and reclassify documents already stored internally or on Sharepoint
3. Eliminate duplicate and extraneous documents
4. Implement uniform indexing system
5. In place safeguards to ensure accuracy of filing system
6. Intricate privacy settings per Tribal fiscal policies
7. Customize search functionality
8. Limited employee training to ensure safeguards are in place
9. Recognize scanned documents and send alerts as needed

Data

 Data Management RFP
 Debarment Form
 Client References