Records Management Assessment

OC San is seeking a qualified Consultant to conduct an unbiased comprehensive needs assessment of its Records Management Program. The assessment shall evaluate policies, governance, organizational capacity, business processes, and operational practices and shall provide prioritized recommendations and implementation roadmap for modernization, as implementation guidance for the collective storage of digitized records from all locations into Laserfiche and long-term sustainability.

OC San previously embarked on an Enterprise Paperless Initiative, which included the implementation of a trusted Electronic Content Management (ECM) system (Laserfiche). OC San successfully implemented Laserfiche over four phases (departments) within the last four years.

The Records Management Program is administered by the Board Services Division within the Communications Department and supports records management activities across the organization through a decentralized network of Division Records Coordinators.

With the overwhelming number of digital records, programs, and request for records, OC San seeks an independent assessment of the overall effectiveness, maturity, staffing, governance, business processes, technology, compliance, and long-term sustainability of its Records Management Program.

A review, validation, revision, or replacement of the Records Retention Schedule is not part of this Scope of Work. The assessment may evaluate roles, responsibilities, accountability, staffing, competencies, and governance necessary to effectively operate the program, but shall not include a recommendation regarding the organizational location.

OC San's objective is to receive an efficient roadmap that results in a more robust and legally compliant digital environment within the next 1-2 years.

Project/Work Elements

The assessment, analyses and services must include, but are not limited to the following areas:

4.1 Records & Information Management (RIM) Program Evaluation

• Records Management Program methodology, policies and procedures (RIM program and departmental).
• Assess physical and electronic records management practices, including records lifecycle processes, storage, retrieval, legal holds, Public Records Act support, disposition, preservation, and business continuity.
• Legal and regulatory compliance.
• Internal RIM audit compliance and procedures.
• Information management workflows for representative and high-priority business processes within each division.
• RIM Program responsibility and accountability.
• Personnel and staffing requirements to support and sustain OC San's RIM program.
• Staff skills and training requirements for program efficiency, including the Division Records Coordinators.
• Written analysis of the current state and findings including gap analysis [...].
• Detailed workflow data maps describing OC San's business processes within each department.
• Detailed written report with recommendations based on the findings of the Needs Assessment and analysis.
• Implementation timeline and strategic plan.

4.2 Current Systems Evaluation and Future Recommendations

• Staff's current uses, needs and deficiencies of existing software, databases and systems.
• Existing systems, equipment, resources, workflows, electronic and digital signature needs throughout OC San.
• Email management.
• Unstructured data (network folders, SharePoint, collaboration spaces, website, etc.)
• Integration and migration challenges and opportunities.
• Current and desired features and functionality.
• Document retrievability and access.
• Data classification.
• Security and privacy requirements.
• Specify required software functionality and technical requirements in accordance with Trusted system requirements best practices, industry standards and OC San's needs.

There will be a total of five (5) milestones for payment associated with the deliverables herein. Payments for milestones are a percentage of the not to exceed amount of the Agreement. Reports shall be delivered electronically in PDF and Microsoft Word docx format. Milestone payments are contingent upon the assigned OC San representative's acceptance of the submittal as complete.

• Milestone No. 1, Kick off Meeting: **10%** of the not to exceed amount.
• Milestone No. 2, Draft Assessment of OC San's RIM Program: **30%**, due **March 30, 2027**.
• Milestone No. 3, Final Assessment of OC San's RIM Program: **15%**, due **April 27, 2027**.
• Milestone No. 4, Draft of Current Systems Evaluation and Future Recommendations: **30%**, due **May 28, 2027**.
• Milestone No. 5, Final of Current Systems Evaluation and Future Recommendations: **15%**, due **June 10, 2027**.

The presentation for Milestones No. 2 and No. 4 shall be no longer than two (2) hours inclusive of a question and answer period. Weekly project management meetings with the Consultant will be required. These meetings will be conducted via Teams or Zoom.

The term of this Agreement shall commence on the effective date of the Notice to Proceed and conclude **June 30, 2027**.

OC San shall pay itemized invoices for Milestones completed in accordance with *Exhibit A* [...] thirty (30) days from receipt of the invoice and after approval by OC San's Project Manager or designee. Consultant shall submit its invoices to OC San Accounts Payable by electronic mail to APStaff@OCSan.gov.

All [work or meetings with OC San staff] shall be scheduled Monday through Friday, between the hours of 7:30 a.m. and 5:30 p.m. OC San will not pay for travel time.