Electronic Contract & Records Management
A large federal government contracting organization provides information technology contracting services for federal organizations.
The customer needed to automate its paper-intensive manual processes associated with government procurements. Contract documents produced by a myriad of contracting applications had to be printed and filed in paper contract folders.
QFlow consultants developed an electronic contract file application which provides an integrated solution that captures and stores all electronic documents, e-mails, and paper documents related to a procurement. The system is integrated with other contracting applications so documents and data are automatically transferred into the electronic contract file. The contract file is integrated with a Records Management system to meet regulations.
The electronic contract file allowed the customer to eliminate paper contract files and implement a completely paperless contracting process. Costs associated with managing, storing and destroying paper contract files have been eliminated. The system enforces security and keeps audit trails that track access to contract files. Contract files are available to authorized Contract Specialists in multiple locations 24 hours per day, 7 days per week.
QFlow consultants designed, developed and implemented the electronic contract file application. QFlow installed and configured the Records Management system and integrated it with the electronic contract file application. QFlow provides on-going system maintenance services.