The key requirements of the ERDMS are to include the following services:
• A detailed project plan that identifies deliverables, key milestones, timing and resources.
• The discovery and planning of the SharePoint system, mapping existing repositories including SIRE, server file shares, Microsoft 365 Teams and SharePoint artifacts and the development of content inventory and note descriptors SMES use to retrieve documents to be used as Metadata later.
• Develop Technical and Information Architecture including Site Map, SharePoint Sandbox, and Site design. The system shall be a cloud-based Microsoft 365 solution using Microsoft SharePoint Technology.
The ERDMS will be expected to manage electronic and physical records created in Microsoft Outlook and Microsoft Office 365 suite of products as well as Adobe PDFs. The ERDMS selected will also be expected to handle other types of files as the product use is extended. These may include CAD and other drawings, maps, photographs, scanned images, sound and movie formats, social media (e.g. Tweets, text messages, Facebook) and web pages including both the external website and intranet.
 

Any system adopted as a result of this RFP must be a Cloud-based system, utilizing the Microsoft SharePoint technology. All information must be stored in the SharePoint database in the Cloud in a Canadian Data Centre. It must also integrate tightly with Microsoft Office Products such as the City’s deployed version of MS Office 365 Word, Excel, and Outlook and Adobe. The ERDMS chosen will be required to classify records using TOMRMS (The Ontario Municipal Records Management System) for records classification, retention, disposition and security classification.