Los Alamos County Bonfire #RFP27-21

Los Alamos County Clerk's Office Seeks Comprehensive Records Management System (RMS)

Los Alamos County Clerk's Office is seeking proposals for a new Records Management System (RMS) to modernize and replace its current solution. - Government Buyer: - County Clerk's Office, Los Alamos County, New Mexico - Products/Services Requested: - Comprehensive Records Management System (RMS) - Must support recording and indexing of land, marriage, probate, and government records - High-volume document imaging and data migration from legacy systems - AI-assisted indexing and optical character recognition (OCR) - Automated redaction of protected personal information - Integration with County financial and Assessor systems - Permanent retention in non-proprietary archival formats - Secure public portal for record searches and online purchase of certified/non-watermarked copies - Subscription-based access for title companies - Secure internal access for County employees - Online marriage application module with electronic signature capture - Unique/Notable Requirements: - Solution must be scalable, configurable, and sustainable - Must ensure compliance with New Mexico statutory requirements - Emphasis on operational efficiency, data integrity, and long-term preservation - Proposal must include a software functionality matrix, technology standards questionnaire, and compliance/certification forms - No specific OEMs or vendors are named in the solicitation.

Description

The County Clerk’s Office is seeking to procure a Records Management System to replace the existing agreement. The system must comply with New Mexico statutory requirements for recording and indexing various official records and support high-volume document imaging and data migration. It should include AI-assisted indexing, OCR, redaction of protected information, integration with financial and Assessor systems, and maintain permanent retention in non-proprietary archival formats. Additionally, the system must provide a secure public portal for record searching, online purchasing of copies, subscription access for title companies, authorized internal access, and an online marriage application module with electronic signature capture to improve processing efficiency.

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