SW-121278 - USA (Virginia) - Document Management System for Human Resources - Deadline December 3,2026

(1) Vendor needs to provide document management system for Human Resources records and related workflows, reduce reliance on paper files, shared drives, email and manual tracking processes, improve document security and accessibility, strengthen records management, and support more efficient HR service delivery.– Establish a secure and centralized electronic repository for HR records.– Convert existing paper and electronic HR records into an organized digital environment.– Reduce reliance on paper personnel files, shared drives, spreadsheets, and email–based processes.– Improve access to employee records by authorized HR staff.– Protect confidential and sensitive employee information through role–based security.– Establish standardized document categories, naming conventions, and metadata.– Improve records–retention and disposition processes.– Maintain a complete audit history of document activity.– Support HR workflow automation and document routing.– Improve consistency and efficiency across HR functional areas.– Support compliance with applicable federal, state, and local requirements.– Improve the Department’s ability to respond to employee, legal, audit, and public–records requests.– Integrate with existing and future HR technology platforms where technically feasible.– Provide a scalable foundation for additional HR automation and case–management capabilities.– The system shall support the full lifecycle of HR records, including Creation and capture, Classification, Indexing, Storage, Retrieval, Retention, Review, Approval, Legal or administrative hold Disposition, Archival where applicable, Audit.– Document Capture and Scanning: – individual document upload, bulk document upload, drag–and–drop functionality, scanning, batch scanning, optical character recognition, full–text indexing, email capture, electronic document import, import from shared drives, automated or assisted classification.