SW-120126 - USA (California) - Document Management, eDiscovery, Retention and Storage Solution - Deadline November 9,2026

(1) Vendor needs to provide document management, eDiscovery, retention and storage solution.• Provide a modern, document management, eDiscovery, retention and storage solution that replaces agency legacy SharePoint 2016 on‑premises environment, consolidatesagency file server content, document scanning, and implements robust search, workflow automation, and information governance (including archiving/retention) with secure migrationand integration to existing systems.• The solution must include consulting, analysis, and design to help address deficiencies in thecurrent environment by bringing in knowledge of current industry trends and best practices.• Proposed solutions must explicitly support and map capabilities to the five documentsmanagement use cases: Digital Workplace, External Collaboration, Enterprise ApplicationContent Services, Content‑Centric Business Processes, and Information Governance.– Document Management requirements• Assess and inventory the existing SharePoint 2016 on premises environment, includingall site structures, custom workflows, and MacroView agency tags.• Inventory and analyze Windows file server repositories to identify shared folders,archival storage, and content requiring migration or disposition.• Review and analyze existing document scanning and faxing processes that storedocuments in SharePoint.• Identify redundant, obsolete, or trivial content and provide recommendations for cleanupand streamlined migration.• Design and implement a platform that improves document search and retrieval, enablesworkflow automation, supports compliant archiving and retention, and consolidatesfragmented content repositories into a unified, well‑governed system.– eDiscovery Requirements• Supports the compression of large files for efficient uploads into platform.• Training of Agency staff in the use of the eDiscovery software.• Adequate storage size to house documentation related to litigation holds.• Remove duplicates.– Retention and Storage requirements• The solution should be able to provide specific automated retention periods based ondocument types and/or program requirements.• The solution should be configurable to agency records retention schedules as defined.• The solution should be able to handle/alert to exceptions, overrides, litigation holds andretention conflicts.(2) The contract period will be for one year.(3) All the questions must be submitted no later than October 12, 2026.