Electronic Information Management System

The Town of Aurora is seeking proposals to provide recommendations and implementation services for an Electronic Information Management System built on SharePoint and OneDrive. The system must meet the Town's document and records management program requirements by supporting all aspects of managing a record through its lifecycle, from creation to archiving or destruction. This project aims to ensure the Town can administer its services effectively and comply with legislative obligations regarding electronic records as documentary evidence. The scope of work includes recommending and implementing data governance tools, such as Microsoft Purview or similar software, for data and record classification. The selected provider will develop, test, and implement a system of software, cloud, hardware, policies, and processes to automate the preparation, organization, tracking, distribution, storage, access, and final disposition of electronic documents. Specific requirements include centralizing operations to SharePoint and OneDrive, establishing metadata standards, supporting e-Discovery and legal hold processes, integrating with existing Town software, and supporting paperless workflows. Only Canadian organizations are eligible to bid on this opportunity, and the performance of the work will take place offsite. Bidders must register on the issuing authority's website in order to download the unwatermarked request for proposals document. The Town has not disclosed a specific budget and is looking for pricing proposals from bidders. All questions regarding this procurement must be submitted no later than June 19, 2026.