Dokument- och ärendehanteringssystem

The contract timeline includes the following:

• Contract Start Date: The Personal Data Processing Agreement (PUB-avtalet) begins from the date it is signed by both parties. Additionally, specific requirements and conditions outlined in the Service Level Agreement (SLA) apply from the "Faktisk leveransdag" (Actual delivery date).
• Contract End Date: The Personal Data Processing Agreement (PUB-avtalet) is valid indefinitely, but either party can terminate it with thirty (30) days' notice. The overall contract end date is not explicitly stated.
• Total Duration: The total duration of the main contract is not explicitly stated. The Personal Data Processing Agreement (PUB-avtalet) is for an indefinite period ("tillsvidare").
• Key Milestones or Phases:
• An "Införande" (Implementation) phase is mentioned as a one-time cost.
• "Uppdateringar och uppgraderingar" (Updates and upgrades) are ongoing during the contract period, with larger updates occurring a maximum of once per year.

The core scope of work for this tender involves the provision, implementation, and ongoing service, support, and maintenance of a comprehensive document and case management system (diariesystem).

The statement of work and core deliverables include:

• Document and Case Management: Registration, creation, distribution, classification, version handling, and cancellation of cases and documents, along with management of archiving and e-archiving.
• User and Access Control: Management of roles, permissions, and user groups, with integration to Active Directory for automatic assignment. This includes defined roles for registrars, case officers, committee secretaries, and managers, each with specific access and functionalities.
• Confidentiality and Data Protection: Handling of sensitive and personal data (e.g., GDPR), ensuring protection from unauthorized access and clear indication of confidential information.
• Case Processing and Workflow: Features for case officers to manage cases, read/edit documents, notify cases for meetings, make notes, and receive automatic notifications for new case assignments.
• API and Integrations: A general API for integration with E-archive, Webbdiarium, and E-services, enabling retrieval, creation, and updating of case and document information, as well as file management.
• Political Preparation and Meeting Management: Support for reporting delegation decisions and cases to meetings, setting deadlines, quality assurance, and review/approval functions. This also includes a distribution solution for elected officials with controlled access to meeting documents.
• Search and Reporting: Functionality for users to create and save customized reports, and perform full-text searches within documents.
• System Requirements (Should-haves): Features like spell check, document preview, use of standardized phrases, automatic registration from structured input, and warnings for attaching confidential files to emails.
• Service Level Agreement (SLA): Provision of service, support, and maintenance, including operation, monitoring, troubleshooting, performance management, capacity planning, and adherence to specified service levels for availability and support.
• Backup: Backup data must be stored in a logically separate, immutable environment to protect against unauthorized access, deletion, modification, and cyber threats.