Bids Are Invited For Document Management System

The Ucalgary Is Seeking A Document Management Software (“Dms”) Tailored To Our In-House Legal Services Department. This Initiative Supports Our Commitment To Modernizing Legal Operations, Improving Document Governance, And Ensuring Compliance With Regulatory And Internal Standards. Our Legal Team Currently Manages A High Volume Of Sensitive Documents Including Contracts, Litigation Files, Regulatory Correspondence, And Privileged Communications Using A Combination Of Sharepoint, Shared Drives, Email, And Manual Processes. These Methods Present Challenges In Version Control, Confidentiality, Auditability, And Collaboration. The Proposed Dms Will Serve As A Centralized, Secure Repository To Streamline The Creation, Storage, Retrieval, And Lifecycle Management Of Legal Documents. Project Objectives: •Improved Security And Compliance: Ensure Secure Access Controls, Audit Trails, And Compliance With Relevant Data Protection Regulations (E.G., Gdpr, Atia, Popa, Hipaa). •Enhanced Search And Retrieval: Enable Fast, Intuitive Search Capabilities Using Metadata, Full-Text Indexing, And Tagging. •Workflow Automation: Streamline Document-Centric Workflows Such As Approvals, Reviews, And Records Retention. •Collaboration And Accessibility: Facilitate Real-Time Collaboration And Remote Access For Both Internal And External Stakeholders. •Scalability And Integration: Support Future Growth And Integrate With Platforms Such As Microsoft 365, Erp Systems, And Crm Tools. •Confidentiality And Access Control: Granular Permission Settings, Role-Based Access, And Secure Sharing To Protect Privileged And Sensitive Information. •Legal-Specific Metadata And Classification: Support For Tagging Documents By Matter, Client, Jurisdiction, Document Type, And Retention Category. The Ucalgary Is Seeking Proposals From Qualified Vendors To Provide A Solution For Document Management System. The Intention Of The Rfp Is To Award To A Proponent Who Submits A Proposal Which, In The Sole Opinion Of Ucalgary Represents The Best Overall Functionality And Value. The Software Is Required To Be Hosted (Software As A Service - Saas) Preferred In A Public Cloud (Ucalgary’S Preference - Aws, Azure, Google Or A Public Cloud Vendor With A Network Peering Relation To Canarie Network: Https://Www.Canarie.Ca/Network/Services/Cds/ The Detailed Business Requirements And It Requirements Are Outlined In The Business Requirements And It Requirements Tabs Within The Proponent Response Workbook – Schedule D. Please Go To Merx.Com To Download The Full Rfp Package. Merx Ref No: 0000310771