Electronic Data Management System

The New York county clerk’s office is seeking a vendor to provide an electronic data management system designed to support comprehensive records management, imaging, security, and integration functionalities. The office currently utilizes proprietary records management software that handles a wide array of applications, including land records and e-recording, civil and criminal court filings with e-filing integration, fines and fee collection, IDV court, coroner reports, property fraud alert, pistol permits, and a web portal for public access and maintenance.

The proposed system must offer the ability to override the primary logical document index with a user-entered number and manage incremental numbering accordingly. Image management is a crucial aspect, requiring storage in industry-standard, non-proprietary formats with compression that does not compromise data integrity. Additionally, the system should provide tools for image enhancement such as sharpness and contrast adjustments, resolution modification, and reverse imaging for clarity.

Further capabilities should include robust support for imaging and indexing of maps, with detailed descriptions of these functions requested. Security is paramount, necessitating integration with Active Directory for identity management and customizable security levels as determined by the system administrator. Vendors are asked to describe how their solution addresses these requirements and provide details on all associated features.