Specifications include, but are not limited to: a) ECM records management software, preferably IBM FileNet, inclusive of licenses and upgrades during the duration of use for access by up to 350 Agency staff users; if the proposed ECM software is a software other than IBM FileNet, then said software must be compatible with IBM FileNet for the purposes of data upload; b) Cloud hosting services, preferably AWS, in a secure cloud, accessible to Agency staff; if the proposed cloud hosting services solution includes a hosting services provider other AWS, then said cloud hosting services solution must be compatible with converting data to AWS; c) High-speed scanners and other equipment required in the implementation of the Temporary Records Solution with equipment anticipated to be primarily on-site (exceptions may be made for large-formatted records); d) Scanning/imaging services, plus indexing and Optical Character Recognition (“OCR”); e) Consulting Services for the implementation of the Temporary Records Solution that include, but are not limited to, (i) needs assessment from approximately 25 Agency business units to determine which of the approximately 150 record series need to be digitized, (ii) Agency staff education and training, including support services, on the use of the Temporary Records System and day-forward scanning/indexing processes, and (iii) collaborating with the vendor providing the Permanent Records Solution on the tasks of uploading data from the Temporary Records System to the Permanent Records System; and f) Other related services in connection with the implementation of the Temporary Records Solution. The Proposer must propose a turnkey solution for a Temporary Records Solution, suited for real estate finance organizations and banking institutions. The Temporary Records Solution must include the following components: a) Electronic content management (“ECM”) software, preferably IBM FileNet; however, if another ECM software is proposed for this Project other than IBM FileNet, the proposed ECM software must be compatible with IBM FileNet for the purposes of data upload; b) Hosting services, preferably AWS, in a secure cloud, accessible to Agency staff; however, if the proposed hosting services solution includes a hosting services provider other than AWS, then said hosting services solution must be compatible with converting data to AWS; c) High-speed scanners and other equipment required in the implementation of the Temporary Records Solution with equipment anticipated to be primarily on-site at the Agencies’ offices (although exceptions may be made for large-formatted records); d) Imaging services that include, but are not limited to, scanning, quality control and indexing services for the back-file of physical records consisting of (i) standard documents, (ii) microfiche and (iii) architectural documentation. The back-file of physical records include approximately 36 million pages of records, which are comprised of 14 million pages of records on-site in the Agencies’ offices and approximately 22 million pages of records in off-site storage at a location in New York City. In addition, an on-going estimated number of 400,000 pages are anticipated to be imaged each year. Furthermore, during the imaging services process and implementation of the Temporary Records System, the on-site records must be assessible to Agency staff. Please note that it is the Agencies’ intent to commence work on this Project on February 12, 2018, with a firm deadline for completion of scanning of the onsite records (up to 14 million pages) by December 1, 2018. The Agencies anticipate resuming scanning for off-site records (up to 22 million pages) in February 2019. e) Conversion of approximately 765 GB of existing digital records. f) Records management services identifying the solution, design and implementation plan for back-file records, day-forward records and conversion of existing digital records, as well as training and support services that include, but are not limited to, a complete needs assessment for all 25 business units in the Agencies, with a schedule of dates for meeting the following milestones: i. the start and end dates for the needs assessment for all 25 business units in the Agencies; ii. the start date for the on-site scanning and indexing of approximately 14 million pages of hard-copy records with all scanning and indexing completed by December 1, 2018. iii. the start and end dates for the conversion of approximately 765 GB of existing digital records on the Agencies’ servers; iv. the end date for the off-site scanning and indexing of approximately 22 million pages of hard-copy records, assuming a start date of February 1, 2019; v. the date the Temporary Records System will be available for use by all staff of the Agencies; and vi. estimated timeframe for conversion and upload of image and index data from the Temporary Records Solution to the Permanent Records Solution.