In April 2019, the County issued a Request for Proposal (RFP) to provide document scanning and indexing services as well as to assist with the planning, design, and development of a comprehensive document management solution. The goal of this project is to eliminate paper which will reduce the physical footprint of storage needs in preparation for the relocation of the County Administration Building and implement an all-inclusive document management system. The document management system will integrate the SharePoint Document Capture solution with the existing Laserfiche Content Management system and will greatly enhance the ability to make public record searches easier and to provide the ability for documents to be indexed and searched by a variety of criteria. An Evaluation Committee comprised of members of the County Administrator’s Office (Budget, Finance, and Labor Relations), the Department of Information Technology, Clerk of the Board and the Human Resources Department was convened to evaluate the responses to the RFP which also included onsite presentations by all three (3) vendors. The committee’s recommendation was to select Ray A. Morgan Company, LLC based on their ability to provide the most complete solution, and their pricing was the most cost-effective.

The services to be provided by this contract are critical to the plan of eliminating excess paper and the need to streamline the ability to index, scan and search for documents. If this contract is not approved, the County will be unable to provide a comprehensive document management system and the need to house paper documents will continue.