SW-119286 - USA (California) - Global - PDF Mail Workflow Processing System - Deadline September 21,2026

(1) Vendor needs to provide PDF mail workflow processing system. – Production–grade PDF mail workflow platform that converts employee–scanned correspondence or emailed into with PDF attachments into correctly routed, summarized, searchable, and governed digital records.– The finished system must receive scanned mail as PDFs, use a secure document–intelligence or workflow automation approach to read and classify documents, determine the nature and function of each item, file or link correspondence in the appropriate approved location by user, subject, client, or matter, notify recipients with a secure clickable link, and support upload or linking of relevant case documentation to the correct location in Sharepoint.– Solution must operate as a cohesive PDF mail workflow environment rather than a collection of disconnected steps and automations.– Document reading and information identification — highest priority:– Read text from scanned PDF documents, including image–based PDFs that do not already contain searchable text.– Identify available client, matter, sender, document type, document date, recipient, and other useful routing information.– Complex and exception documents:– Process legible handwriting in scanned PDFs and clearly flag uncertain handwriting for review.– Client, matter, and advocate matching:– Compare available document information with authoritative Justice Server records using an approved integration method.– Document management and access:– Maintain one authoritative digital copy of each processed document in a –approved secure document. repository or system location.– Notifications and summaries:– Include a secure direct link to the authoritative document and a concise summary when appropriate.– Audit history and administrative review:– Record who made manual corrections and when those corrections occurred.– Security, data handling, governance, and error handling:– Bidders must identify the proposed technology stack and explain how each component is used, including any AI, OCR, workflow automation, document–management, notification, reporting, integration, or hosting services(2) All the questions must be submitted no later than September 14, 2026.