Electronic Document Management System

The State of California is seeking a vendor to provide a cloud-based Electronic Document Management System (EDMS) specifically optimized for Housing Choice Voucher (HCV) program management. The system must offer intuitive search capabilities, enabling users to efficiently locate tenant records and documents by first name, last name, or any other data field—without the need for extensive user training. Advanced search options should support queries by document creation date, user activity, and other metadata, as well as the ability to run text, field, and annotation searches across the entire repository or within specific folders.

The EDMS must support document capture through scanning, uploading, and browsing, and utilize OCR and full-text indexing to make scanned and electronic documents searchable. Essential features include editing using customized naming conventions and metadata, thumbnail previews for navigation, direct printing/exporting from the document viewer, and the duplication of existing filing structures where necessary. The system should offer role-based or group permissions to secure access to folders and documents, as well as browser-based access for all authorized users.

Bulk import capabilities are required to accommodate approximately 1,650 tenant files totaling around 732,000 scanned pages, including both PDFs/TIFFs and associated index or metadata files. Additionally, secure emailing or document sharing must be supported, with tracking, logging, and automatic archiving features to ensure compliance. The resulting contract will have a duration of three years.