The Rockland District Attorney’s Office requires a scan team manager and scanning services provider to handle onsite scanning, conversion, and indexing of legal case records and media. Additionally, a project manager is needed to oversee the master project, handle imports into the DocuWare Document Management System, and to act as the liaison on the project. The County estimates that between 1.5 million and 2 million documents will be scanned and indexed and 2000 media files will be converted. Media files include both video and audio.
The Rockland DA’s Office currently uses and will maintain DocuWare as its DMS platform. The software is heavily integrated into external systems and databases to enhance usability, flexibility, and data integrity. Since implantation, the DA’s office has retained a scan team and the DocuWare system has approximately 2 million images stored. Additionally, media files (audio and video) are also stored in the DocuWare system.
The Rockland DA’s Office is releasing this RFP in search of a partner who meets the specified criteria to continue the scanning/indexing portion for the specified timeframe. The requirements specified are to ensure that the chosen vendor is of substantial standing in business and in ethics, in order to ensure a successful continuation of the project from its transition to contract completion. There are currently 4 different scan/index scenarios that are well established.
Offerors should be prepared to have key project persons and corporate management interview with key Rockland DA team members prior to final selection and should be prepared to discuss nuances to the project and key objectives that meet the required goals. The final selected vendor should also be prepared to meet on a semi-annual basis to discuss the current solution and address any potential changes or phases that may be required as legal or business needs dictate.