REQUEST FOR INFORMATION. Records Management. in SharePoint

Transcription

1 REQUEST FOR INFORMATION For Washington County, Minnesota Records Management in SharePoint February 22, 2018

2 TABLE OF CONTENTS INTRODUCTION & BACKGROUND Introduction County Information Current System Background Project Background Preferred Operating Environment Important Dates Detailed Project Goals and Objectives Contact Information Vendor Responses

3 INTRODUCTION & BACKGROUND 1. Introduction Washington County is seeking information from consultants who can provide services for implementing Records Management within SharePoint. In an effort to reduce dependence on network drives, SharePoint will be used as a repository for records and information that is not stored in any other database system used by the county. This project will require consultants to have experience with managing records within SharePoint, SharePoint Records Center, records management practices and expertise in government business. 1.2 The goal of this project is to set up Records Management within SharePoint using a sample of records from a single department as the pilot. Upon successful implementation of the pilot, the county will expand the capability to the rest of the departments. 1.3 The consultant will assist with: Project Management services Helping to determine when In-place vs Archive storage is appropriate Setting up Content Types based on the County Retention Schedule Setting up workflow processes Setting up templates Setting up reports Testing and verifying content types are assigned accurately and records stored correctly Training employees on the Records Management 2. County Information Washington County is one of Minnesota's original nine counties. Created in 1849, it is located on the eastern edge of the Twin Cities Metropolitan area and is composed of 423 square miles of land. The county seat is located in Stillwater, Minnesota, along the scenic St. Croix River. Washington County employs approximately 1200 people. There are twelve departments that provide public services which include the County Attorney, County Administration, Accounting and Finance, Community Corrections, Community Services, Human Resources, Information Technology, Library, Public Health and Environment, Property Records and Taxpayer Services, Public Works and the County Sheriff. The County desires to use their current SharePoint system to collaborate and store unstructured content. 3. Current System Background Washington County currently uses SharePoint While some departments utilize the system more than others for collaboration, document creation and records storage, county employees are beginning to turn to SharePoint as a solution for longer term record storage and records management. There are various levels of knowledge of how to create and store records in SharePoint and records maintenance is performed at random intervals using various processes. 4. Project Background In 2008 Washington County solicited for Electronic Content Management solutions to manage unstructured content. One of the recommendations from the study was to utilize SharePoint which the County had already implemented. The report also stated that SharePoint would provide Basic Content Services (BCS) such as check-in and check-out, versioning and document level security and access control and simple workflow processes. The County is currently using SharePoint 2013 and is aware of the Records Center and Archiving capabilities and system improvements since The desire of the County is to continue to develop the records management program by utilizing SharePoint as an official document and record repository

4 5. Preferred Operating Environment Washington County has a number of technology architectural initiatives aimed at reducing the number of disparate technology platforms, standardizing the development platforms, and modernizing hardware/software platforms. The County s strongly desire to maximize its current technology investments. 6. Washington County - Standards Endpoint Specifications: SharePoint 2013 Office - Microsoft Office Productivity Software 2013 or newer Personal Computer Operating System Microsoft Windows bit Web Browser Microsoft Internet Explorer 11 or Edge Server& Network Specifications: Anti-Virus Trend Micro OfficeScan for Servers is the only version of A/V software we allow. All servers will have anti-virus installed prior to go live. The IT Server Group will assist in the installation. Database Standard Microsoft SQL Server 2012 or above. A SQL farm is setup. Any new instances should be able to perform in a farm environment when possible. Proposed applications SQL requirements need to be clearly identified prior to instance installation. Our SQL servers are licensed by IT with per Core licensing when an independent SQL solution is required. Please contact IT for any SQL licensing quotes. Gateway - TLS authentication. Basic authentication is not allowed. Network Wired Cisco switches, routers and firewalls (ASA) only. 100MB to the desktop. CAT 6 cabling only. Operating Systems New servers are running on Windows Server 2012R2 or newer. ALL servers should be fully patched prior to rollout. OS should not be quoted with hardware. IT will supply the OS based on our Enterprise Agreement with Microsoft. Quotes for Operating Systems and software (SQL, etc.) should be directed to the IT Server Group. Redundancy - Use a primary and secondary data center connected by fiber. Redundant solutions should take this into account during the design phase. SAN If disk space on existing SAN is required, please calculate required space using RAID10. Servers Rack mount servers only. HP DL 360 G9 or above or BL 460 G8 or above (Please check with the Server Group for blade enclosure availability prior to quoting server blades) only. All servers should be quoted with a minimum of Dual Quad-Core CPU s, 8GB RAM/CPU minimum, Battery Backed Write Cache Controller, 2 hard drives for the OS + a minimum of 3 hard drives for storage (RAID 5), Redundant Power Supplies, Redundant NICs, ILO Advanced pack with ILO support to match lifecycle of server, 5 years, 24x7, 4-hour response on-site support to match server life cycle. Virtualization Washington County IT maintains a VMware ESXi 6.5 infrastructure for server virtualization. When possible please consider virtualization for your solution. Virtual server costs provided based on CPU, VRAM and storage requirements. Note: Software as a Service (SaaS) - Servers must reside in the United States of America. Washington County s IT Department currently does not support Unix, AIX, MacOS, Windows Desktop versions in a server environment or Windows Server 2000 & Important Dates During the Request for Information phase of this project, Washington County will collect, analyze, and report findings from the RFI in order to determine how to best proceed with the project. The following represents keys dates for this phase of the process: Monday, February 26 RFI to vendors Monday, March 9 Vendors questions to contact below Week of March 12th Respond to vendor questions - 4 -

5 Friday, March 30 RFI response due from vendors Week of April 2nd Analyze responses Monday, April 9 Make recommendation 8. Detailed Project Goals and Objectives 8.2 Project Management services Progress meetings Project update Documentation Coordinating resources 8.3 Determine when In-place vs Archive storage is appropriate Based on Content Type Based on retention timeframe Based on Legal Hold status Based on other criteria 8.4 Create Content Types based on the County Retention Schedule For use across multiple site collections Create templates for applicable content types 8.5 Establish Workflow processes may include Move to Archive once criteria is met If In-place storage, establish appropriate disposition Leave shortcut to moved file if desired 8.6 Create reports Audit reports Disposition reports Legal hold reports 8.7 Testing and verifying content types are assigned accurately and records stored correctly 8.8 Training employees on the Records Management Process Records coordinators Employees by Department 9. Contact Information Washington County s contact person is Valerie Raiche. Questions from the vendors should be submitted to the following: Washington County Office of Administration Valerie Raiche Valerie.Raiche@co.washington.mn.us 10. Vendor Responses Responses to this RFI should address the items in Section 8 and be labeled: Washington County Records Management in SharePoint nd Street North Stillwater, Minnesota Attention: Valerie Raiche Valerie.Raiche@co.washington.mn.us Phone: (651)