Procurement of the Matter Management system for the UN Office of Legal Affairs

The Office of the Legal Counsel (OLC) and the General Legal Division (GLD) of the United Nations Office of Legal Affairs (OLA) need a new case management system to replace the legacy system based on Documentum. The new document management platform of UN is based on Microsoft SharePoint environment. Broadly, this new system will accomplish three major purposes. First, the system will enable attorneys working on cases to easily access and exchange documents in cases on which they are working; second, the system will enable managers to track the progress of cases and the divisions’ workload; finally, the system will enable both managers and attorneys to easily access precedential cases to build on institutional knowledge and ensure advice is consistently provided in a coherent manner. The new case management application should have the capability to integrate with the SharePoint repository and be accessible globally. The system needs to reliably conform to the UN IT security requirements. Functional requirements: 1.User friendly basic document/content management functions such as versioning, editing and tagging for retrieval. Also, support access from mobile devices. 2. Ability to provide multiple security access levels which should apply for input, retrieval of data and content. 3. Ability to add/remove metadata properties associated to entries as well as the ability to customize them to be to optional and/or mandatory. 4. Powerful content based and tagged property search and retrieval capabilities. 5. Reporting/view based selected parameters 6. Case workflow capability to generate automatic reference numbers, task assignments to individuals and group of users and status updates. 7. Ability to send email notification of documents out of UN network. 8. Complete audit trail/report on task assigments and progress/status with time stamps. 9. Ability to split case and create either an exact duplicate, or specify fields/documents.