RFI for Cloud-Based Records Management Solution

The Commonwealth of Virginia is seeking information from qualified vendors regarding a cloud-based records management solution to support the modernization, digitization, and management of approximately 1.8 million cubic feet of analog health records currently stored at its Records Center and Vault.

The desired solution should offer cloud-based archival storage for digitized records, with features that include program-level management, compliance with data residency requirements, and encryption for data at rest and in transit. Vendors are asked to describe their approach to digitizing and storing records, physical transfer and staging plans, and structured indexing processes aligned with clinical and Health Information Management (HIM) standards.

Potential solutions may include relocating, digitizing, or securely archiving records in a way that ensures long-term accessibility, regulatory compliance, and cost-effective management. Input from vendors will inform the state's development of a long-term strategy for the disposition and modernization of its analog health records, utilizing both digitization resources and best practices in secure records management.