Records Management Solution

This Request for Proposals (the “RFP”) is an invitation by The Ontario Lottery and Gaming Corporation (“OLG”) to prospective Respondents to submit proposals for the procurement of an RMS, and the provision of various Services including consulting, implementation, and training Services, to activate the RMS within OLG’s Shared Drives, as further described in this RFP. Respondents are to propose how best to implement the RMS in the 2 Divisions that will use the RMS initially in accordance with OLG’s Agile Data Governance Framework in OLG’s prescribed M365 Environment (as may be enhanced by the Accepted recommendations from the Successful Respondent.)

OLG’s objectives for the successful implementation of the RMS include:

• Choosing the right Software as a Service (“SaaS”) and provider that best align with OLG’s Specifications, and business objectives;
• Choosing a SaaS that can seamlessly operate within OLG’s M365 Environment in accordance with OLG’s Agile Data Governance Framework;
• Developing and implementing enterprise-wide standard practices, policies, and rules around the use of unstructured data, including a common data culture and data vocabulary as it relates to Recordkeeping;
• Developing and rolling out targeted OLG M365 training to maximize RMS utilization in the initial Divisions that implementation will focus on; and
• Operationalizing reporting, eDiscovery, Legal Holds and FOI processes into the everyday functionality of the RMS.

OLG requires the RMS to augment the existing M365 Environment and manage the Record Lifecycle functions in both the M365 Environment and Shared Drive environments.

The RMS must also provide reporting capabilities for OLG’s physical Records that reside in Iron Mountain physical storage facilities.

The RMS must have the ability to migrate records from Shared Drives into designated SharePoint Recordkeeping Sites and execute eDiscovery and Legal Holds on the digital Records in M365.

OLG also requires the implementation of the RMS to be in accordance with OLG’s M365 Governance Plan. 
 

Bidding and Documents are available on http://www.merx.com. Fees may apply; See https://www.merx.com/public/pricing for more information.