Document Management Services

Background
Newport News Public Schools (NNPS) is the ninth largest school district in Virginia, serving approximately 29,786 students across various educational facilities. The district aims to enhance its document management capabilities through this solicitation for Document Management Services, focusing on the transfer and continued scanning of school division records.

The goal is to implement a comprehensive system that improves records management, retention, indexing, workflow, and document access while ensuring compliance with applicable laws and regulations.

Work Details
The contractor will provide:
1. Processes and pricing for hard copy document scanning and software for processing documents into the document management system.
2. Overall pricing for multiple departments as well as individual department pricing.
3. Continued storage solutions for electronic documents.
4. Viewer access processes for employees to view their files.
5. Information on cloud storage utilization.
6. Industry best practices for imaging and document management workflows, particularly in Human Resources and other departments.
7. Scalable systems that integrate with existing NNPS systems like MUNIS and Synergy.
8. A phased approach to indexing various records including Human Resources, Student Records, Transportation, and Payroll.
9. On-site initial training and ongoing support.
10. Compliance with all relevant laws regarding document storage and destruction in cooperation with the Library of Virginia.

Period of Performance
The services are expected to commence on or after July 1, 2025.

Place of Performance
The contract will be performed at various locations within Newport News Public Schools.