Treasury RFI: Digitization, Operation, and Maintenance of Electronic Records Management System

Notice ID RFI-ABA-101

“This Request for Information (RFI) is issued by the Bureau of the Fiscal Service on behalf of the United States Access Board to find a viable vendor pool to provide Digitization and Electronic Records Management Services. All responses will be reviewed. Based on responses to this RFI, a small business set aside is preferred if enough interest is provided from small businesses…”

“The contractor will be responsible for complying with NARA’s guidelines and NARA’s OMB M-19-21.

The contractor platform and hosted system must be FedRamp certified and provide ongoing management and oversight over the system…”

“3. SCOPE

The Access Board is responsible for making and preserving records to provide adequate and proper documentation of its organization, functions, policy decisions, procedures, and essential transactions. The Access Board is also responsible for establishing and maintaining a continuing program for the economical and efficient management of its official records. The Contractor shall ensure the Records Management System meets the functional objectives in Section 3 and 4 of the SOW.

The Access Board requires a vendor to create and provide ongoing operation, and maintenance for the Electronic Records Management Suite (ERMS). The contractor must assist in the transition from our current vendor to the new Records Management system.

3.a. The contractor must create a records management system within SharePoint in Office 365. The Records Center site (top level site collection) will serve as the central repository and disposition for all records. The contractor shall ensure the system provides auto-categorization of records based on the Access Board’s metadata baseline and move the copies for lifecycle management and disposition.

3.b. The contractor shall provide training to Access Board Records staff on file structure, metadata, and auto categorization of electronic documents to ensure the Access Board will meet the OMB Presidential Memorandum M-19-21 that all permanent electronic records be managed in an electronic format.

3.c. The Access Board expects new requirements will emerge to accommodate additional data configurations, meta data elements, management, and oversight reports (e.g., additional records categorization, disposition reports, duplicate records) and the system must be flexible to accommodate these requirements…”

“4. DIGITIZATION

Background

The Executive Office of the President of the United States Office of Management and Budget (OMB) published Memorandum 19-21 (M-19-21) on June 18, 2019, titled Transition to Electronic Records. The Memorandum requires that Federal agencies maintain robust records management programs that comply with the Federal Records Act and its regulations the memo specifies that the National Archives and Records Administration (NARA) has established a goal to transition to acceptance of only electronic records by December 31, 2022. Unless the deadline is extended, beginning January I, 2023, agencies will be required to digitize permanent records in analog formats before transfer to NARA.

The Memorandum directs Federal agencies to transition recordkeeping to a fully electronic environment that complies with all records management laws and regulations. Agencies must ensure that all Federal records are created, retained, and managed in electronic formats, with appropriate metadata; and develop plans to close agency-operated storage facilities for paper and other, analog records and transfer those records to Federal Records Centers operated by NARA. This notice requests information about the digitization of records and does not request information about the closure of storage facilities or transfer of stored records…”

“7. PERIOD OF PERFOMANCE

Base year + 2 Option Years
Base Year: 12 months (Digitization & Records Management)
Option Year 1: 12 Months (Records Management only)
Option Year 2: 12 Months (Records Management only) …”

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