Specifications include, but are not limited to: • A document management system that will be able to accept and logically identify the more than 40k entity filing records, plus other record types, in our current system with room to grow. • A document management system that will logically index multiple document images per record and export said images image in .pdf • A data structure to primarily index the records and filings in the document management system, and secondarily valuable for statistical purposes with user-friendly search and reporting functions. • A data structure that will start with the information (but not necessarily structure) contained in our current database. • A public-facing online filing system that will allow public users to draft, submit, and pay for selected legal filings and requests currently the responsibility of the SOS’s Corporations Division. • A public-facing e-filing system that that will allow public users to electronically submit pre-drafted documents and pay for all statutory filings and requests currently the responsibility of the SOS’s Corporations Division. • A back-end processing system that will allow SOS administrative staff to review and approve or reject all filings submitted via online or e-filing. • A back-end processing system that will allow SOS administrative staff to scan and upload filings submitted by paper before review and approve or reject all documents. • A back-end processing system that will automatically create or associate with the correct record, filings after SOS administrative staff approval or rejection. • A back-end processing system that will automatically correspond with public users after filings or requests have been processed by SOS administrative staff. • A back-end system that will automatically generate; maintain; and either create or associate with the correct record certificates and notifications based on pre-defined rules and templates after filings or requests have been processed by SOS administrative staff. • A document management system that integrates document retention, to include automatically migrating documents to the Vermont State Archives and Records Administration electronic system at end-of-life of certain records. • A back-end system that sends bulk automated and custom manual notifications to public users based on prescribed rules. • A filing system that is customizable to allow for external filers and internal users to meet statutory requirements, both as they exist now and as they are amended or added to in the future.
