Tender: Provision of Electronic Document and Records Management System, and Maintenance and storage services
Contracting Authority: World Trade Organization, Ženeva
1) The objectives of the present request for proposal (RFP), drafted in accordance with ITSD standards and practice, are to replace existing records management and registry systems with preferably a cloud solution or if necessary, because of technical limits, at least a hybrid solution. Either solution shall support multiple repositories and shall provide access to confidential records stored on WTO storage solutions hosted within WTO data centre due to the WTO security policy. The WTO has a relatively small (less than 5%) number of highly confidential documents, which must only be accessible to authorised WTO personnel, and must never leave the WTO network perimeter.
2) KMD (WTO Chair’s Programme Division), with the support of LDSD (The Languages and Documentation Services Division), is seeking to identify an external company (‘Company’) to provide a solution as well as ongoing maintenance and support. This solution shall cover the whole lifecycle (active, semi-active and historical archives phases) of business records, including the related functions (creation or capture, management and destruction or permanent preservation) regardless of format and location. These functions imply workflow requirements in a secure environment within a user-friendly interface.
3) In more details, the project scope should cover:
a. Provision of solution with the following specifications:
i. Coverage of business records lifecycle and compliance with ISO 16175-2:2011 standard and the multilevel description principles described in ISAD(G) standard1. The solution shall have the general characteristics listed in Annex IIb;
ii. Centralized user-friendly interface integrated with the storage technologies described in 4.7.f;
iii. Core functionality shall include System Management and Design, Records Management and Archives part with Access Rights Management and Security, Management of Classification Plans (“Filing structures”) and Organization Charts, Retention and Disposition of business records, Search and Retrieval, Administrative functions, Retrieval Requests, Inventory Management, Statistics and Reporting and Metadata components; Metadata function to build or adapt metadata structure from standardized DTDs, as well as enriching capabilities,
iv. Version control and audit management;
v. Workflow and process management;
vi. Management of the non-digitized physical records, including the generation of inventories from descriptive metadata;
vii. Management of non-record objects, such as controlled vocabularies and creators;
viii. Integration with security classification. The confidentiality class is assigned by information owners. The WTO is in process of implementation of a data labelling solution (Titus), which would make it a requirement to assign a confidentiality label to any Microsoft Office or PDF document created or introduced in the WTO electronic systems. Labelling is indicated in the documents metadata. At present, there are no plans to label existing/legacy documents; only newly created ones will be labelled;
ix. Collaboration feature including creation, automatic capture and co-authoring of records;
x. Electronic signatures;
xi. Customization and scalability;
xii. Registration, digitization, electronic sealing and dispatch of both physical and electronic correspondence through workflows.
b. Provision of 300 GB cloud storage with possibility of further extension;
c. Implementation of solution, covering integration and any information assets migration required;
d. Training(s) and documented instructions to the core team, composed of around 15 people, covering different roles: administrators of the system, superusers and end-users;
e. Maintenance and support.
1) Up to this present day, most of the WTO business records created, received and collected by the WTO Divisions are stored in different drives (network and private), shared by email or uploaded to cloud-based applications. The safeguarding of these records is critical to WTO’s operations and fulfilment of WTO’s obligations. Thus, their completeness, accuracy, authenticity, reliability, and accessibility are necessary to support organizational activities and to serve as authoritative source of evidence and information.
2) Currently, The Records and Archives Management Section (RAMS) uses an application for records and archives management built on Documentum 6.7 and a Registry application based on Lotus Notes. Both applications have no integration with other systems and have limited outdated functionalities along with a less than optimal end-user interface design. These solutions will be ultimately decommissioned, and operational backwards compatibility with them (other than for one-time data migration) is not required.
3) The next generation Electronic Document and Records Management System and/or enterprise content management system to be implemented would be integrated easily within a Microsoft Office 365 environment, where records are stored in multiple locations and kept in multiple applications, such as OneDrive, Outlook, Teams and shared drives , enable the streamlining of business processes, and future-proof evolving storage and retrieval requirements.
4) Records formats used at the WTO are mainly but not limited to Microsoft Office suite ones (.docx, .xlsx, .pptx, .eml), .pdf, .indd, as well as image, audio and video formats (.jpg, .png, .tiff).
5) The current RAMS landscape consists of the following applications:
a. RAMA, which is based on Documentum, and used for records and archives management;
b. RAS, which is based on LotusNotes, and is a Registry application. These systems suffer from a lack of integration with other software used at the WTO (Microsoft Office, SysRef DB), which further compounds the issues affecting the management of business records.
6) The current IT working environment consists of:
a. Windows 10;
b. Microsoft Office 365 Pro Plus (Word, Excel, Outlook, Access);
c. Chrome, Edge Chromium (default enterprise browser);
d. Active Directory;
e. Intranet contains links to the WTO policies and user guides;
f. NAS – Network Attached Storage – Netapp Ontap Select (vNAS) provides NAS file services on top of VMWare. High availability is ensured by the underlying HA capabilities of the storage arrays and the VM clusters. An additional NAS is maintained for DR purposes in a second location and receives a mirrored copy of all data every 15 minutes. All versions of SMB are supported, though SMB v.1 is being deprecated in our environment. Any solution should support SMBv2 or higher ;
g. Microsoft Teams and OneDrive as part of O365 E3 enterprise license;
h. Microsoft Exchange e-mail infrastructure, presently hosted on-premise, but cloud migration is under study;
7) The number of 800 employees per year shall be used as the starting point for submitting your financial proposal.