The National Anti-Corruption Commission’s (NACC) is seeking information to transition the NACC’s information holdings from the cloud hosted Content Manager 10 environment to a new M365 based Electronic Document and Records Management System (EDRMS).

Note:

• Content Manager 10 is scheduled to be upgraded from version 10 to version 24.4 by April 2025.
• There is a need to make M365 compliant to ISO16175.
• There is requirement to make our M365 environment compliant with Australian Record keeping obligations under the Archives Act 1983 (Cth).

EDRMS vendor(s) are being approached as we are looking to replace NACC’s current EDRMS with a modern fit-for-purpose M365 based EDRMS, for the outcome of:

• Eliminating unstructured document management and record keeping practices.
• Implementing a fit-for-purpose information architecture for the NACC.
• Enhancing staff knowledge, compliance, and awareness of records management practices.
• Improving compliance with Australian Government record-keeping obligations.
• Mitigating security access risks, ensuring information is available on needs-to-know basis.
• Cleaning up, restructure (in line with Policy) and migration of current Information holdings.

The major benefits the NACC will expect to realise from transitioning the NACC’s information holdings from a cloud hosted Content Manager environment to a new M365 based EDRMS include:

• Single source of truth for its document and records.
• Improved management of Information Assets.
• Consistent and Efficient records keeping and management practices.
• The new system will be intuitive to improve useability to allow for seamless integration between elements of the M365 family.

The users and their needs

Specific Information Requested Provide details of:

• the main goods or services the respondent provides – including the solution being proposed.
• key projects the respondent has delivered which may be relevant to a range of goods/services requested by the NACC.

-evidence that demonstrates the respondent’s technical ability, track record and experience, capacity and resources.

-availability of goods and/or readiness to deliver services.

-any further development work required before being available/ready to deliver goods and/or services or reasons for any delay or obstacle to availability/readiness to deliver goods and/or services.

• Ability to deliver full lifecycle management of the project from inception to close, including design/redesign of architecture for information holdings, data cleansing, migration, organisational change and system implementation.
• alternative solution considerations or options to achieving the outcome.
• how the proposed solution will eliminate unmanaged document management and record keeping practices.
• what your information architecture is and to what extent can it be customised.
• how staff knowledge, compliance, and awareness of records management practices will be enhanced by the proposed solution.
• how the proposed solution will improve compliance with Australian Government record keeping obligations.
• how the proposed solution can mitigate security access risks, ensuring information is available on needs-to-know basis.
• how the cleaning up, restructuring (in line with Policy) and migration of current Information holdings will be accomplished under the proposed solution.

RFI Purpose

This Request for Information is an information gathering process in which the NACC seeks to collect information and opinions from EDRMS vendor(s).

This Request for Information and the responses provided may be used as a precursor to a procurement process such as a RFQ/T.

Therefore, in addition to the specific information requested, the NACC is also looking for further insights which may address the following:

• the potential system(s) available in the market.
• How the system eliminates unstructured document management and record keeping practices.
• the information architecture options for the NACC.
• how staff knowledge, compliance, and awareness of records management practices can be enhanced.
• how the proposed system is compliant with Australian Government record keeping obligations.
• how the proposed system is compliant with Australian Government security policies (up to PROTECTED).
• what options are available in regard to data cleansing and migration from a tooling and SME perspective.

The expected phases of the project will be (recommendations will be considered):

• Discovery - Conducting a records and information audit to develop an understanding of the quality, security, standards and any gaps or issues requiring remediation.
• Procurement - Developing a procurement plan to establish a delivery partner for EDRMS and run procurement.
• Analysis and Design - Defining Business and Information Architecture based on the requirements of each business area and domain.
• Configuration – Configuring and implement the EDRMS in the existing SharePoint of the NACC.
• Training - Developing and delivering training, which covers both administrator and general user training and awareness.
• Staged Deployment - across each business domain in the NACC.
• Migration - Migrating the in-use documents and information and residual records and documents for each business domain.
• Decommission – Decommissioning of Content Manager.

Industry briefing:

2:30pm Thursday 30 January 2025 via MS Teams (90mins)

To register, email procurement procurement@nacc.gov.au