Provision of Electronic Document and Records Management (EDRM) System

Tender description

As part of its transformation plan, Tai Tarian is seeking to issue a Contract for the provision of a full and comprehensive Electronic Document and Records Management (EDRM) System. Tai Tarian owns and manages approximately 9000 homes throughout the Neath Port Talbot region and employs approximately 550 staff. There are multiple documents relevant to every property, tenancy and employee that need to be stored and maintained in accordance with internal and statutory data storage regulations. The system must be suitable for all areas of the business and integrate with our existing core business systems (QL Housing, QL Finance and Jane HR) and be able to integrate with alternative systems should these change in the future. Additionally, the system must integrate with Microsoft products including MS 365. The solution must allow for easy storage and retrieval of documents, including the ability to store and access documents via mobile devices from any location. Lot 1: As part of its transformation plan, Tai Tarian is seeking to issue a Contract for the provision of a full and comprehensive Electronic Document and Records Management (EDRM) System. Tai Tarian owns and manages approximately 9000 homes throughout the Neath Port Talbot region and employs approximately 550 staff. There are multiple documents relevant to every property, tenancy and employee that need to be stored and maintained in accordance with internal and statutory data storage regulations. The system must be suitable for all areas of the business and integrate with our existing core business systems (QL Housing, QL Finance and Jane HR) and be able to integrate with alternative systems should these change in the future. Additionally, the system must integrate with Microsoft products including MS 365. The solution must allow for easy storage and retrieval of documents, including the ability to store and access documents via mobile devices from any location. Scope Replacement of current EDRMS and migration of documents from the existing system to the new system. Cleansing of the data during the migration to ensure compliance with data retention rules (e.g. documents that should not be retained should be deleted). Importing of additional documents held electronically in other areas including on shared and personal network drives. Lot 1: As part of its transformation plan, Tai Tarian is seeking to issue a Contract for the provision of a full and comprehensive Electronic Document and Records Management (EDRM) System. Tai Tarian owns and manages approximately 9000 homes throughout the Neath Port Talbot region and employs approximately 550 staff. There are multiple documents relevant to every property, tenancy and employee that need to be stored and maintained in accordance with internal and statutory data storage regulations. The system must be suitable for all areas of the business and integrate with our existing core business systems (QL Housing, QL Finance and Jane HR) and be able to integrate with alternative systems should these change in the future. Additionally, the system must integrate with Microsoft products including MS 365. The solution must allow for easy storage and retrieval of documents, including the ability to store and access documents via mobile devices from any location. Scope Replacement of current EDRMS and migration of documents from the existing system to the new system. Cleansing of the data during the migration to ensure compliance with data retention rules (e.g. documents that should not be retained should be deleted). Importing of additional documents held electronically in other areas including on shared and personal network drives.