Document Management Specialist

Position       :                Document Management Specialist

Location     :                 Austin, TX

Client          :                  State of TX

Position id   :                26-04991

Records Management System (RMS)

The Information Technology Services Department (ITS) of the Texas General Land Office (GLO) seeks to identify market-available software solutions for records management systems (RMS) that would assist the agency in streamlining the management and safe keeping of archived physical records.

The GLO requires a reliable and effective records management system to manage nearly 849,000 physical records, streamline high-volume daily file operations, reduce manual administrative effort, and maintain accurate tracking and control throughout the records lifecycle. The agency currently faces several operational challenges in this area:

• Data integrity and physical chain of custody with data inconsistencies affecting date, location, and file-tracking accuracy;
• Frequent malfunctions and reliability issues with older bar code scanners;
• Software incompatibility with newer bar code scanner
• Frequent system instability disrupts daily operations;
• No batch cancellation and no bulk creation/import of file records;
• No automatic home-location setting for new records; and
• Label printing errors and limitations.

Must-have criteria for the solution:

1. Label Printing: The solution should print reliable, high-volume batch labels that minimize failed/misaligned prints and wasted label stock and allow staff to efficiently produce labels for daily operations.

1. File availability validation: The solution should identify the current custody/status of a file and prevent or appropriately manage requests for files that are already checked out.
2. Bulk request management: Authorized users should be able to select and cancel multiple file requests in a single operation.
3. Batch record creation: Authorized users should be able to create large numbers of file records through a supported bulk-import mechanism without manually entering individual records
4. Barcode operations: Barcode Scanners should work consistently and effectively

The GLO currently utilizes software and hardware through Tab FusionRMS. Any proposed solution would need the ability to import pre-existing records from the current solution.