The UCalgary is seeking a document management software (“DMS”) tailored to our in-house Legal Services department. This initiative supports our commitment to modernizing legal operations, improving document governance, and ensuring compliance with regulatory and internal standards.
Our legal team currently manages a high volume of sensitive documents including contracts, litigation files, regulatory correspondence, and privileged communications using a combination of SharePoint, shared drives, email, and manual processes. These methods present challenges in version control, confidentiality, auditability, and collaboration. The proposed DMS will serve as a centralized, secure repository to streamline the creation, storage, retrieval, and lifecycle management of legal documents.
Project Objectives:
- Improved Security and Compliance: Ensure secure access controls, audit trails, and compliance with relevant data protection regulations (e.g., GDPR, ATIA, POPA, HIPAA).
- Enhanced Search and Retrieval: Enable fast, intuitive search capabilities using metadata, full-text indexing, and tagging.
- Workflow Automation: Streamline document-centric workflows such as approvals, reviews, and records retention.
- Collaboration and Accessibility: Facilitate real-time collaboration and remote access for both internal and external stakeholders.
- Scalability and Integration: Support future growth and integrate with platforms such as Microsoft 365, ERP systems, and CRM tools.
- Confidentiality and Access Control: Granular permission settings, role-based access, and secure sharing to protect privileged and sensitive information.
- Legal-Specific Metadata and Classification: Support for tagging documents by matter, client, jurisdiction, document type, and retention category.
The UCalgary is seeking proposals from qualified vendors to provide a solution for Document Management System. The intention of the RFP is to award to a Proponent who submits a proposal which, in the sole opinion of UCalgary represents the best overall functionality and value.
The software is required to be hosted (Software as a Service - SaaS) preferred in a public cloud (UCalgary’s preference - AWS, Azure, Google or a public cloud vendor with a network peering relation to CANARIE network: https://www.canarie.ca/network/services/cds/
The detailed Business requirements and IT requirements are outlined in the Business requirements and IT requirements tabs within the Proponent Response Workbook – Schedule D.
