The County of Westchester (the “County”), acting by and through the Office of the Westchester County Clerk and the County Department of Information Technology (“DoIT”), is seeking proposals from qualified individuals and companies to design and implement a unified portal to replace the multiple systems currently used for filing, indexing, maintenance and production of records, allowing Legal Division staff to find all tools in a single location. The databases currently accessed by the Legal Division should be examined, enhanced and redesigned as necessary to accommodate additional naming and indexing conventions. Database changes should accommodate a field for a unique control number to be associated with all filed documents, to eliminate ambiguity when retrieving documents with alike attributes. The design of said portal should create uniform filing procedures for documents, utilizing common elements to simplify the design and usability for staff. Solutions must satisfy current needs and prospective challenges presented by planned and ongoing initiatives and must include appropriate logging and reporting to track movement of documents, as well as staff productivity. The office seeks technological advancement in a variety of areas including the collection of data, the creation of permanent records as mandated by law, and an improved interface for records retrieval and access by office staff and the general public. All services are to be performed at the County’s site, unless the County specifies otherwise, in its sole discretion.
