Electronic Document Management System (EDMS)

Background
The Florida Department of Environmental Protection (DEP) is seeking information regarding Electronic Document Management System (EDMS) solutions. This Request for Information (RFI) aims to gather insights on available products and services in the market that can meet the agency's document management needs.

The current system, OCULUS, has been in use since 1998 and is integral to the agency's operations, supporting a large number of users and managing a significant volume of documents. The goal is to explore options for modernizing the EDMS to enhance functionality and efficiency.

Work Details
The RFI requests information on EDMS solutions that can support the entire document lifecycle, including creation, capture, organization, management, workflow, approval, viewing, sharing, retention, and disposal. Key functionalities sought include:
- Preference for cloud-computing solutions that minimize reliance on state data center infrastructure.
- Proven capability to support enterprise-wide document management requirements.
- Robust search functionality with advanced options like Boolean searches.
- Ability to migrate data/documents between systems as needs change.
- User-friendly interfaces for both internal staff and external users.
- Compliance with industry standards and regulatory requirements.
- Integration capabilities with existing DEP systems via APIs.
- Support for various file formats and bulk document handling features.

Additionally, the vendor must provide a high-level implementation plan for deploying any proposed EDMS solution and migrating documents from existing systems.

Period of Performance
The anticipated implementation period for the new system is expected to take no longer than two years from the start of the project.

Place of Performance
The contract will be performed at various locations within Florida as required by DEP.