SharePoint Records Management Modernisation Program

Requirements

Please note that IP Australia will not be extending this opportunity to any additional Sellers

IP Australia have investigated the compliance capability of the M365 environment and assessed the changes necessary to move to in-place records management using native M365 compliance capabilities. We are seeking external expertise to implement capabilities of M365 as a native document management system to meet ISO 16175 and NAA Compliance and to ensure these are embedded in SharePoint Teams spaces for records. We have established the high-level architecture in SharePoint and now require the lower-level design of SharePoint libraries and folders in alignment with business processes. We also require the establishment of retention policies and implementation of these policies to embed necessary retention rules within the updated library and folder structures.

Deliverables

SharePoint overhaul:

• Business process mapping of all business areas to understand how information is created and handled over time. Approx 80-90 business areas.
• Design and implementation of library and folder structure within business areas utilising native M365 workflow capabilities to support business processes identified. This will include the development of necessary content types, design and implementation of standard metadata (Implement AGRkMS compliant metadata taxonomy), establishment of necessary access control models.
• Business engagement to validate and confirm new library structure for each team and implementation of access policies for active records.
• Develop technical governance processes and procedures for the on-going management of document libraries.
• Migration of historical and current active documents as necessary. Staggered approach based on business groups and teams. Archive all existing libraries.
• Quality assurance validation. Staggered approach as libraries and folders are created and documents migrated.
• Develop tailored records management procedures in collaboration with business areas.
• Develop tailored records management training and education material and initiatives.

Purview compliance capability:

• Establishment of retention policies and mapping of SharePoint libraries/folders to retention labels.
• Establishment of disposal and destruction processes including approval workflows.
• Develop technical governance policies and operating procedures for retention and disposal.

We are seeking to complete the following activities by:

•  Business process mapping – July 2026
• Design and build of SharePoint sites – December 2026
• Development of retention policies – December 2026

Some flexibility will be acceptable regarding these milestones, and we invite proposals from vendors that provide a breakdown of activities and delivery timeframes.

IMPORTANT: Suppliers are asked not to include promotional material, as part of their submission, as these will not be opened or reviewed.