Records Management System

Overview

Software, Web & Mobile Development

Augusta, Maine, United StatesPosted 29 days agoDeadline: May 4th, 2026

Fit Score

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SUMMARY

Request for a secure, web-based, cloud records management system with advanced search, analytics, integration, and compliance features to replace the current storage system.

KEY REQUIREMENTS

Must be able to store data at geographically disparate locations within the US at least 500 miles apart
Must support data encryption in transit and at rest
Must agree to make initial customizations and maintain code for compliance with Maine records management laws
Must have support for the system within the State of Maine
Must comply with State Accessibility Policy and Standards
Must comply with State IT Policies, Standards, and Procedures
Must integrate with SOM Active Directory via OpenID Connect or SAML protocols
Must maintain FedRAMP certification, ISO/IEC 27001 certification, or provide an annual SOC 2 Type II audit report

BUDGET

Estimate

$150,000 – $500,000

CONTRACT DURATION

60 months

TIMELINE

Submitted Questions Due Date: April 16th, 2026

Proposal Submission Deadline: May 4th, 2026

Initial Period of Performance: July 1st, 2026 to June 30th, 2027

Renewal Period #1: July 1st, 2027 to June 30th, 2029

Renewal Period #2: July 1st, 2029 to June 30th, 2031

QUESTION DEADLINE

April 16th, 2026

Issuing Agency

Department Of Secretary Of State, Maine State Archives

Organization overview and procurement intelligence available on paid plans.

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DESCRIPTION

The organization seeks a vendor to provide a comprehensive, secure, cloud-based records management software solution to replace its current records storage system. The desired system should be web-based, off-the-shelf, and enhance search capabilities, offer real-time analytics, and streamline access to both digital and physical records. It should manage records retention schedules, designated records officers, record transfer transmittals, and disposition records, as well as inventory and storage locations.

Key requirements include an online tracking system for records movement, an agency-specific self-service web portal for accessioning boxes and submitting reference requests, and the capability to ingest, extract, and validate metadata from electronic records. The solution should maintain high standards of security and compliance, enabling quick search and retrieval, role-based access control, multi-factor authentication, and data encryption at rest and in transit.

The system must offer secure storage and structured categorization of records, support the addition of new assets, integration with membership databases and CRM platforms, API connectivity to other enterprise systems, and compatibility with data visualization tools for reporting. Audit trails and compliance reporting are essential components, as is a comprehensive deployment and migration plan from the existing system.

Source attribution

This Settle analysis is based on the issuing organization’s public RFP listing.