| SUPPLIER CONDENSED RESPONSES |
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| Requirement and General Specification |
Supplier Response (150-200 words) Please provide page number(s) in proposal for more detailed information / cross-referencing. |
| Document Digitization: Comprehensive record-scanning and indexing service to convert paper student and District records into secure, high-quality, indexed electronic records |
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| Secure intake, transport, handling, and tracking of physical student records from District facilities. |
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| High‑resolution scanning, sufficient to ensure legibility and long‑term archival quality |
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| Support for multiple document sizes and formats commonly found in student cumulative records |
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| Optical Character Recognition (OCR) to enable full‑text search where feasible |
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| Indexing and metadata tagging aligned to District‑defined student identifiers, document types, dates, and retention categories. |
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| Quality assurance processes to ensure accuracy, completeness, and proper association with student records. |
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| Secure return, storage, or certified destruction of physical records as directed by the District and in accordinate with NYS retention requirements. |
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| Confidentiality and Legal Compliance: Digitization processes must protect the confidentiality of student education records at all times. Vendor staff handling records must be trained in FERPA and NYS Education Law §2‑d requirements. Chain‑of‑custody documentation must be maintained. |
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| Ability to digitize microfiche and other media |
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| Digital Document Storage: provide secure, reliable, and scalable digital storage for student cumulative records and related documents |
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| Storage of records in a secure cloud-based infrastructure in electronic formats suitable for long‑term retention, including permanent records |
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| High availability, redundancy, and disaster recovery capabilities |
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| Ability to store and manage large volumes of records for a district with tens of thousands of students and several thousand employees |
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| Support for data migration, export, and system transitions without vendor lock‑in |
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| Retention management tools that support NYS Archives retention schedules, including permanent retention where required |
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| Encryption of data at rest and in transit |
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| Access Management: Role‑based access controls with least‑privilege principles Multi‑factor authentication for users Audit logs capturing access, changes, downloads, and disclosures of records |
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| Transitional support services and staff training to move current digital records into the new system |
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| A user-friendly system that allows for indexing, searching, and retrieval |
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| Records Request and Fulfillment System: provide a secure electronic system to manage requests for student records and fulfill such requests in compliance with FERPA and NYS law |
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| Secure intake of records requests from parents, eligible students, authorized third parties, and other educational institutions |
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| Identity verification and authorization controls |
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| Workflow management to track requests from receipt through fulfillment |
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| Configurable timelines to ensure statutory compliance with inspection and review deadlines |
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| Secure electronic delivery of records and/or controlled physical fulfillment where required |
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| Disclosures: Automated logging of disclosures for FERPA compliance Ability to generate disclosure logs and compliance reports Audit logs capturing access, changes, downloads, and disclosures of records Configurable rules to limit disclosures based on role, consent, and legal authority |
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| Retention of request and fulfillment records in accordance with NYS retention schedules |
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| Electronic Student Cumulative Record Folder System: provide an electronic system that serves as the official student cumulative record folder for each student in the District. |
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| Centralized electronic cumulative record folder for each student |
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| Ability to organize records by document type, date, and District‑defined categories |
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| Secure, role‑based access for authorized staff across schools, departments, and roles |
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| Integration or interoperability with the District’s Student Information System (SIS) and other relevant systems. |
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| Search, filtering, and retrieval capabilities at scale |
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| Support for FERPA‑compliant inspection and review by parents and eligible students |
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| Version control and preservation of record integrity |
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| Support for amendment requests and documentation of outcomes |
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| Configurable workflows and permissions aligned with District policies |
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| Reporting and Audit Logs: Reporting tools related to access, usage, and compliance. Audit logs capturing access, changes, downloads, and disclosures of records |
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| Vendor‑provided implementation, configuration, training, and ongoing support |
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| QUALITY OF CONTRACTED CONSULTANTS - Demonstrated Strength (e.g. resumes, experiences) |
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| Demonstrated capability of supplier to flowchart current document flows, plan and manage transition from current state to desired state |
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| Capacity and commitment to implement the "whole system" -- manage the document process redesign and train District personnel to implement and institutionalize the new changes |
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| Experience of supplier working with the public sector, especially large urban school districts |
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| Holistic experience of supplier -- all elements within their organization or experience / relationships coordinating all elements |
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